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MyCoID2016 User Manual

This user manual provides instructions for using the MyCoID application. It includes sections on registration, name searches, name reservations, company incorporation, appointing a company secretary, lodging the company constitution, returning allotment of shares, maintaining the register of members, and registering charges on companies. The manual gives step-by-step explanations of how to complete each transaction in the application.

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0% found this document useful (0 votes)

4K views300 pages

MyCoID2016 User Manual

Uploaded by

GohBerry Oenotheque

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

User Manual

Version 1.4
Table of Contents
WELCOME ................................................................................................................................................................ 3
ABOUT MYCOID APPLICATION .........................................................................................................................................3
ICON USED IN THE MANUAL.............................................................................................................................................3
GETTING STARTED ................................................................................................................................................... 4
1 MYCOID REGISTRATION .................................................................................................................................. 6
1.1 ABOUT MYCOID APPLICATION ...................................................................................................................................6
1.2 HOW TO VERIFY AND ACTIVATE YOUR MYCOID ACCOUNT ............................................................................................21
1.3 HOW TO CHECK MY REGISTRATION STATUS ................................................................................................................24
1.4 HOW TO LOGIN WITH MY MYCOID 2016 ACCOUNT ...................................................................................................26
1.5 HOW TO CHANGE LOGIN PASSWORD .........................................................................................................................27
1.6 HOW TO CHANGE EMAIL ADDRESS ............................................................................................................................28
1.7 HOW TO CHANGE FROM INDIVIDUAL TO PROFESSIONAL ................................................................................................30
1.8 HOW TO CHANGE FROM PROFESSIONAL TO INDIVIDUAL ................................................................................................36
1.9 HOW TO REGISTER AS ECHARGE USER FOR EXISTING USER.............................................................................................37
2 NAME SEARCH .............................................................................................................................................. 40
2.1 PERFORMING A NAME SEARCH IN MYCOID 2016 .......................................................................................................40
2.2 HOW TO PERFORM NAME SEARCH FOR A NEW INCORPORATION ....................................................................................42
2.3 HOW TO PERFORM NAME SEARCH FOR FOREIGN COMPANY REGISTRATION ......................................................................51
2.4 HOW TO PERFORM NAME SEARCH FOR CHANGE OF NAME (LOCAL) ................................................................................53
2.5 HOW TO PERFORM NAME SEARCH FOR CHANGE OF NAME (FOREIGN) .............................................................................56
3 NAME RESERVATION .................................................................................................................................... 59
3.1 HOW TO DO NAME RESERVATION IN MYCOID 2016 ...................................................................................................59
3.2 HOW TO DO EXTENSION OF NAME RESERVATION IN MYCOID 2016 ...............................................................................70
4 INCORPORATION .......................................................................................................................................... 76
4.1 HOW TO INCORPORATE MY COMPANY VIA DIRECT INCORPORATION ................................................................................77
4.1.1 Performing Name Search for Direct Incorporation .....................................................................................78
4.1.2 How to Fill up Super Form ...........................................................................................................................79
4.2 HOW TO INCOPORATE MY COMPANY VIA NAME RESERVATION ......................................................................................99
Section A : Application Details ...............................................................................................................................101
Section A : Directors ..............................................................................................................................................103
Section A : Members/Shareholders .......................................................................................................................105
4.3 HOW TO KNOW IF MY COMPANY HAS SUCCESSFULLY INCORPORATED? ..........................................................................117
4.4 HOW TO RESUBMIT MY APPLICATION IF IT HAS BEEN QUERIED BY OFFICER? ...................................................................118
5 APPOINT PROFESSIONAL COMPANY SECRETARY ........................................................................................ 120
5.1 HOW TO DO APPOINTMENT OF FIRST COMPANY SECRETARY .......................................................................................120
5.2 HOW TO KNOW WHEN MY APPOINTED COMPANY SECRETARY HAS BEEN APPROVED? ......................................................126
5.3 HOW MY APPOINTED COMPANY SECRETARY KNOWS WHEN APPOINTED AS LODGER? ......................................................127
5.4 HOW TO RESUBMIT MY APPLICATION IF IT HAS BEEN QUERIED BY OFFICER? ...................................................................128
6 LODGEMENT OF CONSTITUTION ................................................................................................................. 130
6.1 HOW TO DO LODGEMENT OF CONSTITUTION .............................................................................................................130
6.2 HOW TO KNOW WHEN MY LODGEMENT OF CONSTITUTION HAS BEEN APPROVED?...........................................................135
7 RETURN ON ALLOTMENT OF SHARES (ROA) ............................................................................................... 136
7.1 HOW TO VIEW MY APPLICATION? ............................................................................................................................136
7.2 HOW TO LODGE ROA? .........................................................................................................................................138
7.3 HOW TO ADD SHARE DETAILS? ................................................................................................................................141
7.4 HOW TO ADD PARTICULAR OF ALLOTTEES? ................................................................................................................142
7.5 HOW TO ADD ATTACHMENTS? ................................................................................................................................144

MyCoID 2016 User Manual Page 1

8 REGISTER OF MEMBERS (ROM) .................................................................................................................. 149
8.1 PERFORMING A ROM IN MYCOID 2016 .................................................................................................................149
8.2 HOW TO LODGE ROM IN MYCOID 2016? ..............................................................................................................150
8.2.1 To update Extension of Time (EOT) ...........................................................................................................153
8.2.2 To update Particular of Members .............................................................................................................154
8.2.3 To add New Member ................................................................................................................................158
8.2.4 To update Shareholder Shares ..................................................................................................................160
8.2.5 To update Analysis of Shareholdings ........................................................................................................167
8.2.6 Preview Page ............................................................................................................................................170
8.2.7 Payment Page ...........................................................................................................................................172
8.3 HOW TO VIEW ROM APPLICATION? ........................................................................................................................174
9 REGISTRATION OF CHARGES ....................................................................................................................... 178
9.1 PERFORMING A REGISTRATION OF CHARGES (ECHARGES) IN MYCOID 2016...................................................................178
9.2 HOW TO LODGE ECHARGES IN MYCOID 2016? ........................................................................................................179
9.2.1 New Registration: Section 352,354 – Statement of Particulars to be lodged with the Charge. ...............180
9.2.2 New Registration: Section 356 – Statement of Particulars to be lodged with the Charge. ......................201
9.2.3 Rectification: Section 361 - Amendment of Statement of Particulars to be lodged with the Charge. ......220
9.2.4 Cancellation: Section 361 – Cancellation of Charge. ................................................................................236
10 NOTIFICATION OF CHANGE IN REGISTERED ADDRESS ................................................................................. 243
10.1 PERFORMING CHANGE IN REGISTERED ADDRESS IN MYCOID 2016 ...........................................................................243
10.2 HOW TO PERFORM CHANGE IN REGISTERED ADDRESS .............................................................................................245
11 REASSIGNMENT OF COSEC .......................................................................................................................... 258
11.1 PERFORMING REASSIGN COSEC IN MYCOID 2016 ................................................................................................258
11.2 HOW TO PERFORM REASSIGN COSEC ..................................................................................................................259
12 NOTIFICATION OF CHANGE IN REGISTER OF DIRECTOR, MANAGER AND SECRETARY ................................. 269
12.1 HOW TO LODGE NOTIFICATION OF CHANGE IN REGISTER OF DIRECTOR, MANAGER & SECRETARY ....................................269
12.2 HOW TO MAKE UPDATES ON SECTION A - CHANGE IN THE PARTICULARS OF DIRECTOR? ....................................273
12.3 HOW TO MAKE UPDATES ON SECTION B – NEW DIRECTOR ..................................................................................277
12.4 HOW TO MAKE UPDATES ON SECTION C – CESSATION AS A DIRECTOR.................................................................281
12.5 HOW TO MAKE UPDATES ON SECTION D - CHANGE IN THE PARTICULARS OF MANAGER? ...................................283
12.6 HOW TO MAKE UPDATES ON SECTION E - NEW MANAGER? .................................................................................285
12.7 HOW TO MAKE UPDATES ON SECTION F – CESSATION AS A MANAGER? ..............................................................288
12.8 HOW TO MAKE UPDATES ON SECTION G - CHANGE IN THE PARTICULARS OF SECRETARY? ..................................290
12.9 HOW TO MAKE UPDATES ON SECTION H - NEW SECRETARY? ...............................................................................293
12.10 HOW TO MAKE UPDATES ON SECTION I – CESSATION AS A SECRETARY? ...........................................................297
12.11 HOW TO SUBMIT AFTER I UPDATES ALL THE CHANGES?........................................................................................299

MyCoID 2016 User Manual Page 2

Welcome
Welcome to the MyCoID 2016 Application User Manual. This manual is designed to help you
navigate through the application and maximize its full potential. This guide also provides
information on MyCoID 2016 features and functions and gives step-by-step instructions on
using the application.

About MyCoID Application

MyCoID refers to the company incorporation number that is assigned by the Companies
Commission of Malaysia. With MyCoID, the public can utilize a single series of number
derived from the incorporation number for registration reference and transaction purposes
with the following agencies:
(i) The Inland Revenue Board (IRB)
(ii) Employees Provident Fund (EPF)
(iii) Human Resources Development Fund (HRDF)
(iv) Social Security Organization (SOCSO)
(v) Small and Medium Enterprise Corporation Malaysia (SME Corp. Malaysia)

Icon Used In The Manual

Throughout this document, the pictograms below are used to underline points or important
notions

Important information

Tips

Mandatory action

Action to be avoided

MyCoID 2016 User Manual Page 3

Getting Started
1. Open an Internet browser and navigate to the URL of [Link]
Click button under the e-Services at the right hand side of the
homepage as depiceted below.

2. The page should be directed to MyCoID 2016 home page. Scroll down the page and click

on to go to MyCoID 2016 Login page.

MyCoID 2016 User Manual Page 4

3. MyCoID 2016 Login page should appear as below:

MyCoID 2016 User Manual Page 5

1 MyCoID Registration

1.1 About MyCoID Application

To register with MyCoID, follow these steps:

1. From the MyCoID website, Click Sign Up button. The User Registration page opens.

Field indicated with ‘*’ means that it is a mandatory field

MyCoID 2016 User Manual Page 6

MyCoID 2016 User Manual Page 7
MyCoID 2016 User Manual Page 8
2. Under the Login Information section of User Registration form, enter the following

information:

Field Name Description

* Email Address Valid email address. To be used as login id for MyCoID

system

* Cofirm Email Address Re-enter email address again for confirmation

* Security Question From the drop down list, select the security question you want
to use. This security question will be prompted by the system
when it needs to retrieve your information or when it needs to
verify your actions

Select a common question that you would normally

. answer.

* Security Answer Enter the answer to your selected question

3. Proceed to the Personal Details section and enter the following information:

MyCoID 2016 User Manual Page 9

Field Name Description

* User Type Individual User or Professional User

(Radio button)

* Title Title.
(Drop down list)

* Full Name Full name as per the identification type.

* Nationality Nationality.
(Drop down list)
You can type on the field and only the corresponding
prefix matching nationality will be visible
.
* Identification Type Identification type (ie. NRIC, PR Number, Passport, Police ID,
(Drop down list) Army ID

* Identification Number Relevant identification number. The field label will be changed
accordingly depending on the selected Identification Type.

MyCoID 2016 User Manual Page 10

Field Name Description

* Gender Options are MALE or FEMALE.

(Radio button)
The gender is auto populated if NRIC is entered.
.

* Race Race (eg. Malay, Chinese, Indian etc)

(Drop down list)

* Birth Date Choose the Birth Date from the date picker.

If selected Identification Type is “NRIC”, the birth

date is auto populated
.

* Residential Address Line 1 Residential Address

Residential Address Line 2 Optional field. Enter only if address is too long to be fitted in
Address Line above

Residential Address Line 3 Optional field. Enter only if address is too long to be fitted in
Address Line above

* Country Country of the address.

(Drop down list)
You can type on the field and only the corresponding
prefix matching value will be visible
.
* State / Foreign State State of the address.
(Drop down list)
If the selected country is Malaysia, the selection list
will comprise of all the available states in Malaysia.
. If country is not Malaysia, the field is a free text.
* City City of the address.
(Drop down list)
You can type on the field and only the corresponding
prefix matching value will be visible
.
* Postcode Postcode of the address.
(Drop down list)
You can type on the field and only the corresponding
prefix matching value will be visible
.

4. Proceed to the Contact Information section.

MyCoID 2016 User Manual Page 11

5. Enter the following information:

Field Name Description

* Mobile Phone Number Mobile phone number (eg. 01200001111)

Home Phone Number Home phone number (eg. 0377778888)

Office Phone Number Office phone number (eg. 0377778888)

Ext No Phone extension number.

Fax Number Fax number.

6. At the eCharge Information section. If eCharges User radio button ‘YES’ is selected, the
following fields would need to be entered:

MyCoID 2016 User Manual Page 12

7. If option NO is selected for ‘Is your firm registered under Companies Act’, the following
information would need to be entered:

Field Name Description

Firm Entiry Number Optional. Enter only if applicable

* Entity Name/Firm Name Entity or Firm Name.

* Firm/Company Address Line 1 Firm/Company Address 1

Firm/Company Address Line 2 Firm/Company Address 2

Firm/Company Address Line 3 Firm/Company Address 3

* Country Country of the address.

(Drop down list)

MyCoID 2016 User Manual Page 13

Field Name Description

You can type on the field and only the corresponding

prefix matching value will be visible
.

* State State of the address.

(Drop down list)
If the selected country is Malaysia, the selection list
will comprise of all the available states in Malaysia.
. If country is not Malaysia, the field is a free text.

* City/Foreign City City of the address.

(Drop down list)
You can type on the field and only the corresponding
prefix matching value will be visible
.

* Postcode Postcode of the address.

(Drop down list)
You can type on the field and only the corresponding
prefix matching value will be visible
.

* Email Address Valid Email address (eg. user@[Link])

* Contact Number Phone contact number.

Fax Number Fax number (optional)

Designation Designation

8. If option YES is selected for ‘Is your firm registered under Companies Act’, Company

Registration Number is mandatory to be entered.

9. Click the button to check the validity of Company Registration Number.

10. If the entered Company Registration Number is valid, value for the following field will be
automatically populated:

MyCoID 2016 User Manual Page 14

Field Name Description

* Entity Name/Firm Name Entity or Firm Name.

* Firm/Company Address Line 1 Firm/Company Address 1

Firm/Company Address Line 2 Firm/Company Address 2

Firm/Company Address Line 3 Firm/Company Address 3

* Country Country of the address.

* State State of the address.

* City City of the address.

* Postcode Postcode of the address.

The address fields above can be amended if necessary

11. Continue to update the following information:

Field Name Description

* Email Address Valid Email address (eg. user@[Link])

* Contact Number Phone contact number.

Fax Number Fax number (optional)

Designation Designation

12. The following section will need to be entered If register as Professional user type:

MyCoID 2016 User Manual Page 15

Field Name Description

* Professional Type The followings are the options available:

(Drop down list)
 Malaysian Institute of Accountants (MIA)
 Malaysia Association of Company Secretaries (MACS)
 Malaysia Institute of Chaetered Secreataries and
Administration (MAICSA)
 Sabah Law Association (SLA)
 Malaysian Institute of Certified Public Accountants
(MICPA)
 License Secretary (LS)
 Bar Council (BC)

* License No / Prescribed Body License number or Prescribed Body Membership number.

Membership No
Click the button to check the validity of License
Number entered.

* Highest Academic Highest achieved academic qualification

Qualification

13. Proceed to the COMPANY SECRETARY OFFICE INFORMATION section

14. Select either “External Company Secretary / Secretarial Firm Information”, “In-House
Company Secretary Information” or “Both”. The selection will determine which section
appears on the form.

15. The following information is required to be entered if EXTERNAL COMPANY SECRETARY

/ SECRETARIAL FIRM INFORMATION is selected:

MyCoID 2016 User Manual Page 16

Field Name Description

* Registration Number
Company registration number. Click the button to
check the validity of the Registration Number. If the
Registration Number is valid, Entoity Name & Office
Address will be automatically populated,

* Entity Name Relevant Entity or the company name pertaining to

Registration Number entered above.

* Office Address Relevant office address pertaining to Registration Number

entered above.

* Email Address Valid Email address (eg. user@[Link])

* Mobile Phone Number Mobile phone number (eg. 0192771234)

Fax Number Fax number (eg. 0388881234)

* Designation Designation

16. The following information is required to be entered if IN-HOUSE COMPANY SECRETARY

INFORMATION is selected:

MyCoID 2016 User Manual Page 17

Field Name Description

* Entity Name Relevant Entity or the company name pertaining to

Registration Number entered above.

* Office Address Relevant office address pertaining to Registration Number

entered above.

* Email Address Valid Email address (eg. user@[Link])

* Mobile Phone Number Mobile phone number (eg. 0192771234)

Fax Number Fax number (eg. 0388881234)

* Designation Designation

17. If BOTH is selected for COMPANY SECRETARY OFFICE INFORMATION, enter the
information as indicated in both steps 15 and 16.

18. Proceed to the GST Information section.

MyCoID 2016 User Manual Page 18

Field Name Description

Company/Business Number Company or Business number

Company Name Company Name.

Address 1 Firm/Company Address 1

Address 2 Firm/Company Address 2

Address 3 Firm/Company Address 3

Country Select the relevant country of the address.

You can type on the field and only the corresponding

prefix matching value will be visible
.

State Select the relevant state of the address.

If the selected country is Malaysia, the selection list

will comprise of all the available states in Malaysia.
. If country is not Malaysia, the field is a free text.

City Select the relevant city of the address.

You can type on the field and only the corresponding

prefix matching value will be visible
.

Postcode Select the relevant postcode of the address.

You can type on the field and only the corresponding

prefix matching value will be visible
.

GST Code GST code

MyCoID 2016 User Manual Page 19

19. Proceed to the User Acknowledgement section.

20. In the empty field, Enter the CAPTCHA code.

If you are not able to read the characters, Click the button. Another set of
CAPTCHA characters will be displayed.

21. Tick the checkbox to accept MyCoID’s STANDARD TERMS AND CONDITIONS.

22. Click button to submit the registration.

Action Explanations
Submit: To submit the application
Cancel: To cancel an existing application, click Cancel. This will bring you back to
the Login page.

MyCoID 2016 User Manual Page 20

1.2 How to Verify and Activate Your MyCoID Account

Upon Clicking the Submit button, you will see a notification message saying that an email
has been sent to the email address you have registered with MyCoID.

1. Open the email with the titled “Email Activate” that were sent by the MyCoID system.

2. You are required to perform email verification by following the link in the email. Click on

“Click here to activate!” hyperlink to perform the verification.

3. Once you have perform the email verification, another email titled “Verification at Counter”
will be sent to you via the system.

4. You are required to validate your registration by visiting the nearest SSM counter. Full
details can be found in the email.

MyCoID 2016 User Manual Page 21

5. Once you have verified your account at the nearest SSM counter, you will receive another

email with a link for you to activate your MyCoID account.

6. Click on “Click here to login” hyperlink in the email. Once clicked, you are redirected to a
page where you are needed to create a login password.

7. Key in the new password on both New Password and Retype Password fields.

MyCoID 2016 User Manual Page 22

Both passwords must be identical

8. Once you have created the password, you are then automatically login to the MyCoID
system.

MyCoID 2016 User Manual Page 23

1.3 How to Check My Registration Status

You can check your registration status with following steps:

1. At the MyCoID welcome page, Click on Check Existing Registration.

2. The User Registration Search screen will appears.

3. Select the identification type from Identification Type dropdown list.

4. Enter the identification number in identification No field.

5. Enter registered email address in Registered Email Address field,

6. Click the button to submit the status search.

Action Explanations
Submit: To initiate Search request
Cancel: To cancel an existing application, click Cancel. This will bring you back to
the Login page.

MyCoID 2016 User Manual Page 24

7. The relevant status of the registration application will display accordingly below the

Registration Email Address field.

8. If you have registered but have not receive any verification email, you may request the

system to resubmit the verification email by clicking the Resubmit Email Verification button.

9. If you have registered, gone through the email verification process and SSM officer has
approved your application, you may request the system to resubmit the welcome email by
clicking the Resubmit Welcome Email button.

MyCoID 2016 User Manual Page 25

1.4 How to Login with My MyCoID 2016 Account

From the MyCoID welcome page:

1. I
n

t
h
e

U
s
e
r

N
a
m
e

field, Enter your email address that you have registered with MyCoID.

2. In the Password field, Enter your password.

3. Click the button.

4. You are now presented with the captcha character. Enter the characters according to what

is displayed.

4. Click button to sign in into MyCoID system.

MyCoID 2016 User Manual Page 26

1.5 How to Change Login Password

5. Login to MyCoID system with your email id and password.

6. Click on the My Profile link located on the top right of the screen.

7. You are presented with your User Profile page.

8. Click the button to initiate the password change.

9. You are presented with the password change page.

10. Enter the old password in Old Password field.

11. Enter the new password in New Password field.

12. Enter the identical new password in Retype Password field.

13. Click the button to trigger the password change.

MyCoID 2016 User Manual Page 27

1.6 How to Change Email Address

1. Login to MyCoID system with your email id and password.

2. Click on the My Profile link located on the top right of the screen.

3. You are presented with your User Profile page.

4. Click the Change Email Address button to initiate the email change.

5. You are presented with the email change page.

6. Enter the new email address in New Email Address field.

7. Enter the new confirm email address in New Confirm Email Address field.

MyCoID 2016 User Manual Page 28

8. Click the button to trigger the email change.

9. You are required to go through the email verification process to complete the changes.

MyCoID 2016 User Manual Page 29

1.7 How to Change from Individual to Professional

1. Login to MyCoID system with your email id and password.

2. Click on the My Profile link located on the top right of the screen.

3. User Profile page is displayed..

4. Click the button to initiate the change from Individual to Professional.

14.

15.

16.

17.

18.

19.

5. Professional Registration (COSEC) [Link] displayed. Enter the following information:

MyCoID 2016 User Manual Page 30

Field Name Description

Reference No Reference number. Information display only.

Full Name Full name. Information display only.

User Name User name (registered email id). Information display only.

Identification Type Identification type. Information display only.

MyCoID 2016 User Manual Page 31

Field Name Description

Identification No Identification number. Information display only.

* Professional Type The followings are the options available:

(Drop down list)
 Malaysian Institute of Accountants (MIA)
 Malaysia Association of Company Secretaries (MACS)
 Malaysia Institute of Chaetered Secreataries and
Administration (MAICSA)
 Sabah Law Association (SLA)
 Malaysian Institute of Certified Public Accountants (MICPA)
 License Secretary (LS)
 Bar Council (BC)

* License No / Prescribed License number or Prescribed Body Membership number.

Body Membership No

* Highest Academic Highest achieved academic qualification

Qualification

6. Proceed to the COMPANY SECRETARY OFFICE INFORMATION section and enter the
following information:

7. The following information is required to be entered if EXTERNAL COMPANY SECRETARY /

SECRETARIAL FIRM INFORMATION is selected:

MyCoID 2016 User Manual Page 32

Field Name Description

* Entity Name Relevant Entity or the company name pertaining to Registration

Number entered above.

* Office Address Relevant office address pertaining to Registration Number

entered above.

* Email Address Valid Email address (eg. user@[Link])

* Mobile Phone Number Mobile phone number (eg. 0192771234)

Fax Number Fax number (eg. 0388881234)

* Designation Designation

8. The following information is required to be entered if IN-HOUSE COMPANY SECRETARY

INFORMATION is selected:

MyCoID 2016 User Manual Page 33

Field Name Description

* Entity Name Relevant Entity or the company name pertaining to Registration

Number entered above.

* Office Address Relevant office address pertaining to Registration Number

entered above.

* Email Address Valid Email address (eg. user@[Link])

* Mobile Phone Number Mobile phone number (eg. 0192771234)

Fax Number Fax number (eg. 0388881234)

* Designation Designation

9. If BOTH is selected for COMPANY SECRETARY OFFICE INFORMATION, enter the

information as indicated in both steps 15 and 16.

10. Click the button to submit your application.

MyCoID 2016 User Manual Page 34

 System will send email notification to you. Follow the instructions in the email.
 You are required to be present at nearest SSM office for document verification
if the chosen Professional Type is of any Professional Body, except Licensed
Secretary (LS).
 Once SSM officer approves the request, you can start to login to MyCoID
system again.

MyCoID 2016 User Manual Page 35

1.8 How to Change from Professional to Individual

1. Login to MyCoID system with your email id and password.

2. Click on the My Profile link located on the top right of the screen.

3. You are presented with your User Profile page.

4. Click the button to initiate the change from Professional to Individual.

5. System will prompt you for confirmation if you would like to register as individual.

6. Click OK button to confirm the changes.

MyCoID 2016 User Manual Page 36

1.9 How to Register as eCharge User for Existing User

1. Login to MyCoID system with your email id and password.

2. Click on the My Profile link located on the top right of the screen.

3. You are presented with the user profile page.

4. Click the button to to register yourself as eCharge user.

5. You are presented with the eCharge Registration page.

MyCoID 2016 User Manual Page 37

Field Name Description

* Company Registration Number

Company registration number. Click the button to
check the validity of the Registration Number. If the
Registration Number is valid, Entity Name & Office
Address will be automatically populated,

* Entity Name Relevant Entity or the company name pertaining to

Registration Number entered above.

* Company Address 1 Relevant office address pertaining to Registration Number

entered above.

* Company Address 2 Relevant office address pertaining to Registration Number

entered above.

* Company Address 3 Relevant office address pertaining to Registration Number

entered above.

Country Country of the address.

MyCoID 2016 User Manual Page 38

Field Name Description

You can type on the field and only the corresponding

prefix matching value will be visible
.

State State of the address.

If the selected country is Malaysia, the selection list

will comprise of all the available states in Malaysia.
. If country is not Malaysia, the field is a free text.

City City of the address.

You can type on the field and only the corresponding

prefix matching value will be visible
.

Postcode Postcode of the address.

You can type on the field and only the corresponding

prefix matching value will be visible
.

* Email Address Valid Email address (eg. user@[Link])

* Mobile Phone Number Mobile phone number (eg. 0192771234)

Fax Number Fax number (eg. 0388881234)

* Designation Designation

6. In the Company Registration Number fields, Enter your company registration number

7. Click on the “Check” button to retrieve the Entity Name/Firm Name and Company
Address

8. You may change the Address if you wish to do so

9. In the Email Address fields, Enter your email address

10. In the Contact Number fields, Enter your contact number

11. In the Fax Number fields, Enter your fax number

12. In the Designation fields, Enter your designation

13. Click the button to submit your application.

 System will send email notification to you. Follow the instructions in the email.
 You are required to be present at nearest SSM office for document verification
 Once SSM officer approves the request, you can start to perform eCharge
activity in MyCoID

MyCoID 2016 User Manual Page 39

2 Name Search

2.1 Performing A Name Search in MyCoID 2016

What You Need to Know Before Performing Name Search?

1. What are registered companies?

Registered companies are companies that have been registered and are already
incorporated with SSM. If the name you search contains similar words or elements with
existing registered names, these existing registered names will be listed under the
Registered Companies tab.

2. What are reserved companies?

Reserved companies are company names that have been approved by SSM but are yet to
be incorporated. The reserved company names are only valid for three (3) months from
the approval date. If the name you search contains similar words or elements with
existing reserved names, these existing reserved names will be listed under the Reserved
Companies tab.

3. What are gazette words?

Gazetted words are prohibited or restricted words that cannot be used as stated under
the Minister’s direction. This directive was published under the Government Gazette
No.716 dated 30 January 1997 and Gazette (Amendment) dated 11 October 2001.

4. What are controlled words?

Controlled words are words that relate to activities that are governed by other
Malaysian laws and regulations. To view a list of controlled words, click the Controlled
Words tab.

5. You can apply names for several types of companies in MyCoID 2016:
 Limited Shares by Company – Sendirian Berhad
 Limited by Shares companies – Berhad

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 Limited by Guarantee companies – Berhad and Omission of Berhad (Section 24
Companies Act 1965) such as Yayasan/Foundation
 Unlimited companies
 Foreign companies (Limited by Shares, Limited by Guarantees and Unlimited)
 However, for types (c) through (f), you can only use MyCoID 2016 to apply for
company names. You need to proceed to the nearest SSM counter to complete the
registration process.

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2.2 How to Perform Name Search for a New Incorporation
1. Upon logging in into the system, you will be directed to the Customer Portal homepage.

2. Click on the ‘New Name Reservation Application’ menu.

3. You will be directed to the Name Search page. In the Name Search page, enter the
company name you intend to search in the ‘Proposed Company Name’ field.

You need to enter the proposed company name without the ‘Sdn. Bhd.’, Sendirian
Berhad, Berhad, suffixes.

The ‘Purpose’, ‘Type’, and ‘Company Subtype’ has been defaulted to ‘N-New
Incorporation’, ‘S-Limited By Shares’, and ‘Sdn Bhd’ respectively. You can change them
according to the purpose of your new incorporation.

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4. From the ‘Type’ drop down list, you may select any from below according to the company
type you intend to perform a new incorporation for :

5. From the ‘Company SubType’ drop down list, you may select any based on the company
type you intend to perform a new incorporation.

Company Type Available Company Subtype

Limited by Shares  [Link]

 Berhad
Limited by Guarantee  Omission of Berhad
 Berhad
Unlimited  Sendirian

6. Then, you may click the button. If the name proposed is allowed to be submitted, you

may click the ‘Submit’ button.

Below are the scenarios you might encounter during name search :

A. Consolidated Single Letters

 Any single letters requested as a proposed name will be consolidated into one term to per-

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form a search in the database. For example: “M E S I N I A G A” will be considered as
“MESINIAGA” and return result on availability will be based on “MESINIAGA”.

B. Map Synonym
 The proposed name with a synonym to another existing name is not allowed. For example:
Building, Constructing, Renovation is equivalent to the word Development.
 Name reservation will be allowed for similar names only with the consent letter from the
existing name party.

C. Stem Words
 The proposed name will stem words to their root word. For example: trader, trading,
trades is equivalent to the word trade.

D. Allowed Symbols
 The allowed symbols in the proposed name are:

Symbol Details
And
&

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. Full Stop

- Hyphen

() Brackets

‘ Apostrophe

 Any other symbol will be prompt with message prompt and not able to proceed.

E. States Names
 For names that contain names of states at the beginning of the proposed name, the sys-
tem must prompt to upload letter of Authorization from the Federal State government.

F. Standalone Country & States Name

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 For names that contain only country & state name as a standalone character, system will
not allow submission.

G. State Name at the back of name (for Sarawak & Melaka)

 For names that contain state name at the back of name for Sarawak & Melaka, system
must prompt user to insert brackets.

H. State of Johor

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 Name of state of Johor in the propose name, the system must prompt to upload letter of
Authorization from Johor state. But system must allow the name can be submitted without
attachment.

I. Offensive Words
 Name that contains offensive word(s) in the proposed name shall not be allowed to pro-
ceed with Name Reservation. For example: Stupid, Bodoh, Babi, etc.

J. Controlled Words
 For name that contains control word in the proposed name, the system shall prompt to up-
load letter of Authorization/Consent letter. However, the user is allowed to perform sub-
mission without attachment and the SSM officer will make the decision of approval, reject,
and query in need.

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K. Plural Words
 Plural word shall be considered as an exact match and system shall not allow to proceed
for submission. For example: ABC Book Sdn Bhd is exact match to ABC Books Sdn Bhd.

L. Existing Names
 If the proposed name has been registered, the system should prompt message to user and
propose to try another name.

M. Reserved Names
 If the proposed name has been reserved, the system should prompt message to user and
propose to try another name. However the final result will be determined by the SSM of-

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ficer.

N. Gazette Words
 The use of gazette words is not allowed for direct registration, but only allowed for reser-
vation. The system must prompt if the proposed name contains gazette word.

O. Available Proposed Name

 If the proposed name is available, the system shall prompt message to user to proceed
with Name Reservation.

P. Direct Translation
 The search engine will perform a direct translation for words from Bahasa Malaysia to Eng-
lish and vice versa.
For example: If the proposed name is Merah Biru Sdn Bhd, and there is an existing name
Red Blue Sdn Bhd, then system shall treat this proposed name as an exact match.

Q. Controlled Word Mapped to Agencies

 For name that contains control word in the proposed name, the system shall prompt to up-
load letter of Authorization/Consent letter. However, the user is allowed to perform sub-
mission without attachment and the SSM officer will make the decision of approval, reject,
and query in need.

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MyCoID 2016 User Manual Page 50
2.3 How to Perform Name Search for Foreign Company
Registration
1. Upon logging in into the system, you will be directed to the Customer Portal homepage.

Click on the ‘New Name Reservation Application’ menu.

2. You will be directed to the Name Search page. In the Name Search page, enter the

company name you intend to search in the ‘Proposed Company Name’ field.

You need to enter the proposed company name without the ‘Sdn. Bhd.’, Sendirian
Berhad, Berhad, suffixes.

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3. From the ‘Purpose’ drop down list, you may select ‘F-Foreign Company’:

4. From the ‘Type’ drop down list, you may select any from below according to the company

type you intend to perform a new incorporation for :

5. Then, you may click the button.

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2.4 How to Perform Name Search for Change of Name (Local)

1. Upon logging in into the system, you will be directed to the Customer Portal homepage.

Click on the ‘New Name Reservation Application’ menu.

2. You will be directed to the Name Search page. In the Name Search page, enter the
company name you intend to search in the ‘Proposed Company Name’ field.

You need to enter the proposed company name without the ‘Sdn. Bhd.’, Sendirian
Berhad, Berhad, suffixes.

3. From the ‘Purpose’ drop down list, you may select ‘C-Change of Company Name’ :

4. Upon selecting ‘C-Change of Company Name’ from the drop down list, the system will
prompt to insert ‘Company Reg No’. You will need to insert your existing company
registration number and click ‘Get Company Name’.

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5. The company name will be populated based on the company registration number entered.

6. From the ‘Type’ drop down list, you may select any from below according to the company

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type you intend to perform a new incorporation for :

7. From the ‘Company SubType’ drop down list, you may select any based on the company
type you intend to perform a new incorporation for :

Company Type Available Company Subtype

Limited by Shares  [Link]

 Berhad
Limited by Guarantee  Omission of Berhad
 Berhad
Unlimited  Sendirian

8. After selecting the company type and subtype, you may click the Search button.

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2.5 How to Perform Name Search for Change of Name (Foreign)

1. Upon logging in into the system, you will be directed to the Customer Portal homepage.
Click on the ‘New Name Reservation Application’ menu.

2. You will be directed to the Name Search page. In the Name Search page, enter the
company name you intend to search in the ‘Proposed Company Name’ field.

You need to enter the proposed company name without the ‘Sdn. Bhd.’, Sendirian
Berhad, Berhad, suffixes.

3. From the ‘Purpose’ drop down list, you may select ‘C-Change of Company Name’ :

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5. The company name will be populated based on the company registration number entered.

6. From the ‘Type’ drop down list, you may select any from below according to the company

type you intend to perform a new incorporation for :

7. From the ‘Company SubType’ drop down list, you may select any based on the company
type you intend to perform a new incorporation for :

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Company Type Available Company SubType

Limited by Shares  [Link]

 Berhad
Limited by Guarantee  Omission of Berhad
 Berhad
Unlimited  Sendirian

8. After selecting the company type and subtype, you may click the Search button.

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3 Name Reservation
Please take note that name reservation is optional. An applicant can directly incorporate a
company without reserving a name through ‘Direct Incorporation’ process.

3.1 How to Do Name Reservation in MyCoID 2016

1. After the proposed company name in the Name Search screen is submitted, user will be
directed to Form Template (previously known as Form 13A). There are 5 sections in this
form, namely:

 Particulars of Application
 Particulars of Applicant
 Clarification
 Promoter
 Declaration

2. Under the Particulars of Application section, the following information is captured

automatically:

 Proposed Name
 Purpose of Application
 Company Type
 Lodging Reference No

3. Under the Particulars of Application section, the following information is will not have data
because they will be captured only after Name Reservation approval.

 ERef No
 Result Reference No

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 Approval Officer

4. Under Particulars of Applicant, the following information is captured automatically.

 Applicant Name
 Identification Number
 Address
 Country
 State
 City
 Postcode
 Email Address
 Mobile Phone Number
 Phone Number

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 Fax Number

5. Under Clarification section, enter the following:

a) Para 1: Enter your clarification in the “Single letters included in the name stand for”
field.
b) Para 2: Enter your clarification in the “If the proposed name is not in Bahasa Malaysia
or English” field.
c) Para 3: Enter your clarification in the “If the proposed name contains a proper name,
state whether it is the name of a director of the company or the proposed company”
field.
d) Para 4: Enter your clarification in the “If the proposed name is similar to that of a
related or associated corporation, state whether written consent has been obtained
from the said corporation” field.
e) Para 5: Enter your clarification in the “If the proposed name is a trademark, state
whether consent has been obtained from the owner” field.
f) Para 6: If you performed a ‘Change of Name’ name reservation purpose, the
information will be auto-populated from the Name Search screen:
g) Existing Company Name
h) Company Number

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i) Enter the ‘Business Nature’.
j) Enter ‘Other comments’. If you entered text in the textbox area, it is not compulsory
for you to upload a file. But if you uploaded a file, it is compulsory for you to enter
some explanation text in the textbox field.

For para 3 to para 5 and other comments, if you have entered text into the textbox area,
you will need to upload a supporting document.

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6. Under Promoter section, click the Add Record button to add promoter information.

If a user login type is Individual, the promoter section will have his/her name automatically
populated and this data cannot be deleted. Promoter record can be added by clicking on
the add record button.

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7. In the Promoter Details form, enter the following:

(a) In the Promoter Type radio button, select either Individual or Body Corporate.

8. If promoter type is Individual:

(a) Enter promoter name in the Pormoter Name/Body Corporate field.

(b) From the Identification Type drop down list, select the identification type of the
promoter.
(c) Based on what is selected under Identification Type, enter the identification number of
the promoter.
(d) If selected Identification Type is “NRIC”, the birth date is auto populated for the
promoter. Otherwise, you need to select the birth date from the date picker.
(e) In the email address field, enter promoter’s email address.

9. If promoter type is Body Corporate:

(a) Enter body corporate name in the Pormoter Name/Body Corporate field.
(b) Enter the company or agency number in the Company/Agency No field.
(c) In the email address field, enter promoter’s email address.

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10. Click the Save button to save the promoter information.

11. Once the promoter information has been saved, you are redirected to the Name
Reservation page with the promoter information listed under Promoter table.

12. Mark the checkbox to confirm that the facts and information stated in the form are true
under Declaration section. You may click the link on the declaration section to view the

Terms and Condition document.

13. Click the Save & Preview button. You will be directed to preview of Name Reservation
Template.

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14. You may click the Generate PDF button to download the Name Reservation Template in
PDF format or Cancel to go back to the Form Template.

15. To proceed with the reservation, click the Confirm button.

16. You are now directed to the Transaction page.

17. The following is captured / shown in the Transaction page:

(a) Transaction ID

(b) Purpose

(c) Company type

(d) Payment Description

(e) Currency Code

(f) Amount

(g) Name

(h) Email

(i) Phone Number

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The GST information section is not applicable for Name Reservation.

18. Click the Pay button to proceed for payment.

19. You will be redirected to the eGHL online payment gateway.

20. In the Card Number field, enter the card number of the credit / debit card.

21. From the Expiry Month drop down list, select the month of the card’s expiry date.

22. From the Expiry Year drop down list, select the year of the card’s expiry date.

23. In the CVV Code field, enter the CVV code of the credit / debit card.

24. In the Cardholder Name field, enter the cardholder name of the credit / debit card.

25. Click on the “Submit Payment” button for payment.

26. If the payment is processed successfully, you will be redirected to a Transaction Receipt
page.

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27. Upon successful transaction, a receipt will be generated.

28. User can click the receipt link to view generated receipt.

29. User can click the receipt link to view generated receipt.

30. Generated receipt shall contain below information:

a) Receipt number

b) Transaction ID

c) Reference number – lodging reference number

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d) Payee’s name

e) Mode of payment

f) Payment date/time

g) Amount (RM)

h) Payment details which contains below info:

 Fee details

 Proposed name

 Purpose

 Amount total

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3.2 How to Do Extension of Name Reservation in MyCoID 2016

1. Upon logging in into the system, you will be directed to the Customer Portal homepage.

2. There are two ways to perform an extension of name reservation period.

a) Click on the ‘Extend Name Reservation Period Application’ menu on the homepage.

b) Click on ‘My Application’ on the left navigation pane. Upon clicking on it, a subtype
menu will be visible for you to select. Click on ‘Name Reservation’.

3. Both actions above will direct you to the Name Reservation Listing page. In the reservation
listing page, only approved name reservation will have ‘Extend Period’ button displayed.

Click on ‘Extend Period’ button.

4. You will be directed to the Name Reservation Extension page. This page will contain
information on:

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a) Approval reference number

b) Lodging reference number

c) Purpose

d) Company type

e) Applicant name

f) (Conpulsory) Reservation period (days)

g) Reservation start date

h) Reservation end date

i) Payment status

5. Choose the reservation period of extension from the drop down and click on proceed for
payment button.

6. Upon selecting the reservation period, the amount to be paid will be populated in the form
in the charges field.

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7. Click on ‘Proceed for Payment’.

8. Click the Pay button to proceed for payment.

9. You will be redirected to the eGHL online payment gateway.

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10. In the Card Number field, enter the card number of the credit / debit card.

11. From the Expiry Month drop down list, select the month of the card’s expiry date.

12. From the Expiry Year drop down list, select the year of the card’s expiry date.

13. In the CVV Code field, enter the CVV code of the credit / debit card.

14. In the Cardholder Name field, enter the cardholder name of the credit / debit card.

15. Click on the “Submit Payment” button for payment.

16. If the payment is processed successfully, you will be redirected to a Transaction Receipt
page.

17. Upon successful transaction, a receipt will be generated.

18. User can click the receipt link to view generated receipt.

19. User can click the receipt link to view generated receipt.

20. Generated receipt shall contain below information:

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a) Receipt number

b) Transaction ID

c) Reference number – lodging reference number

d) Payee’s name

e) Mode of payment

f) Payment date/time

g) Amount (RM)

h) Payment details which contains below info:

 Fee details

 Proposed name

 Purpose

 Amount total

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4 Incorporation
There are two ways you can incorporate company as below:
A. Direct Incorporation

 Dedicated for type of Company Limited By Shares

 Berhad

 SDN. BHD

 Purpose:

 New Incorporation

 Limitation of proposed company name

 Not content any control word, offensive and gazette word

B. Incorporation from Reserved Name

 Dedicated for type of Company Limited By Shares

 Berhad

 SDN. BHD

 Prerequisite: Reserved name application is approved

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4.1 How to Incorporate My Company via Direct Incorporation

1. On the Home page, click on Direct Incorporation Application.

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4.1.1 Performing Name Search for Direct Incorporation

1. On the Name Search page, key in the Proposed Company Name. For the guidelines of

proposed company name, you may refer 2 Name Search section.

2. From the Purpose drop down list, by default it set to N – NEW INCORPORATION.

3. From the Type drop down list, by default it set to S – LIMITED BY SHARES.

4. From the Company Sub Type, select the company sub type.

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5. Click button.

6. If this name is available and you wish to proceed, click Submit button. To continue
searching, click New Search button.

4.1.2 How to Fill up Super Form

1. Once Submit button is clicked, you are redirected to the Super Form. There are 5 sections
in Super Form which are:

a. Particulars of Application
b. Clarification
c. Application Details | Directors | Members/Shareholders
d. Information to Agency
e. Declaration Section
f. Lodger Information

Section A : Particulars of Application

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1. This information will be auto populated from Name Search application. You do not need to

do anything here.

Section B : Clarification

1. Clarification on the Proposed Company Name. Fill only in if it is applicable. Leave blank
otherwise.

If you type any input in the text box no. 3), 4), 5) and 6) then the attachment is
mandatory to upload. Click Choose File button to select file and click Upload button to
upload.

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MyCoID 2016 User Manual Page 81
Section C : Application Details

1. You shall add the Business Code that is related to your nature of business by clicking Add
button.

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2. You are then redirected to Business Code page where you are required to select
Business Code / Description that is related to your business. You may select from the
drop down or you can type in the provided text field and system will show related selection

for you to choose. Once done, click on the Save button.

3. Once saved, you are redirected back to the Super Form. The selected entry is displayed

under the Business Code / Description table.

4. You may add more than 1 entries that is related to your nature of business but not more
than 3 entries.

5. You are required to enter Business Description to elaborate Business Code /

Description on the nature of business that you just added.

6. In the Registered Address field, enter the address of the company.

7. From the Country drop down list, select the country for the address.

8. From the State drop down list, select the state for the address.

9. From the City drop down list, select the city for the address.

10. From the Postcode drop down list, select the postcode for the address.

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11. In the Email field, enter the email of the company.

12. In the Office Number field, enter the office number of the company.

13. In the Fax Number field, enter the fax number of the company.

14. If the registered address is identical to the business address, click on the SAME AS
ABOVE checkbox. The information that is entered on the top section will be copied over to
the bottom section.

15. If the registered address and business address information is not the same, you may enter
the particulars separately.

16. In the Business Address field, enter the address of the company.

17. From the Country drop down list, select the country for the address.

18. From the State drop down list, select the state for the address.

19. From the City drop down list, select the city for the address.

20. From the Postcode drop down list, select the postcode for the address.

21. In the Office No field, enter the office number of the company.

22. In the Fax Number field, enter the fax number of the company.

Section C : Directors

1. On the Directors tab, if you are registered as Individual during user registration, you are
automatically listed as director of the company

2. If you want to add more directors, click the Add button.

3. After clicked Add button, you are redirected to this page as below:

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4. Guidelines to fill up Director’s information as follows:

5. From the ID type drop down list, select the identification type.

6. Based on the ID type, In the ID field (NRIC/Passport/etc.), enter the identification number
of the director.

7. In the Name field, enter the name of the director.

8. If the selected Identification Type is NIRC, the Date of birth is automatically populated
once you enter a valid NIRC. Otherwise in the Date of Birth field, select the Date of Birth
of the director by clicking Calendar icon.

9. From the Nationality drop down list, select the nationality of the director.

10. If the selected Identification Type is NIRC, the Gender is automatically populated once you
enter a valid NIRC. Otherwise in the Gender field, select the gender of the director from the
date picker.

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11. From the Race drop down list, select the race of the director.

12. In the Address field, enter the address of the director.

13. From the Country drop down list, select the country for the director’s address. By default, it
set to MALAYSIA.

14. From the State drop down list, select the state for the director’s address.

15. From the City drop down list, select the city for the director’s address.

16. From the Postcode drop down list, select the postcode for the director’s address.

17. In the Email field, enter the email of the director.

18. In the Mobile number field, enter the mobile number of the director.

19. In the Office number field, enter the office number of the director.

20. In the Fax number field, enter the fax number of the director.

21. Tick the checkbox “PROMOTER(S)/DIRECTOR(S) ARE NOT DISQUALIFIED UNDER

THE COMPANIES ACT 2016 AND HAS GIVEN CONSENT AS PROMOTER OR
DIRECTOR, AS THE CASE MAYBE.” under Statement of Compliance by
Promoter/Director section.

22. Tick the checkbox “THIS PERSON IS ALSO A MEMBER” if added director is also a
member to the company.

23. Click the Save button to proceed.

24. If you wish to add more Directors, please repeat step no. 2-23.

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Section C : Members/Shareholders

1. On the Members/Shareholders tab, if you are also a Director, you are automatically listed
here.

2. If you want to add more members/shareholders, click the Add button.

3. After clicked Add button, you are redirected to Members’ page.

4. For members or shareholders, you may add from existing registered individual in MyCoID
or new individual. You may also add members or shareholders from Body Corporate.
Guidelines as follows:

A. Adding in Member’s Information as New Individual

1. Select Individual as Promoter Type.

2. Select New from New or existing member?

3. From the ID Type drop down list, select the identification type of the member.

4. Based on the ID Type, In the Identification No field (NRIC/Passport/etc.), enter the

identification number of the member.

5. In the Name field, enter the name of the member.

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6. If the selected Identification Type is NRIC, the Date of birth is automatically populated
once you enter a valid NRIC. Otherwise in the Date of Birth field, select the Date of Birth
of the member from the Calendar icon.

7. From the Nationality drop down list, select the nationality of the director.

8. If the selected Identification Type is NRIC, the Gender is automatically populated once you
enter a valid NIRC. Otherwise in the Gender field, select the gender of the member from
the date picker.

9. From the Race drop down list, select the race of the member.

10. In the Address field, enter the address of the member.

11. From the Country drop down list, select the country for the member’s address.

12. From the State drop down list, select the state for the member’s address.

13. From the City drop down list, select the city for the member’s address.

14. From the Postcode drop down list, select the postcode for the member’s address.

15. In the Email field, enter the email of the member.

16. In the Mobile Number field, enter the mobile number of the member.

17. In the Office Number field, enter the office number of the member.

18. In the Fax Number field, enter the fax number of the member.

19. In the Price per share (RM) field, enter the price per share of the member.

20. In the Number of share field, enter the number of shares of the member.

21. From the Class of Share drop down list, select the class of share of the member.

22. Tick the checkbox “PROMOTER(S)/DIRECTOR(S) ARE NOT DISQUALIFIED UNDER

THE COMPANIES ACT 2016 AND HAS GIVEN CONSENT AS PROMOTER OR
DIRECTOR, AS THE CASE MAYBE.” under Statement of Compliance by
Promoter/Director section.

23. After all compulsory fields are filled, please click Save button.

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B. Adding in Member’s Information as Existing Individual

1. Select Individual as Promoter Type.

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2. Select Existing from New or existing member?

3. From the ID Type drop down list, select the identification type of the member.

4. Based on the ID Type, In the Search field (NRIC/Passport/etc.), enter the identification

number of the member.

5. Click Search button.

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6. If the identification number is valid, other information is displayed accordingly. Example as
below:

7. In the Email text field, enter email address of the selected Member/Shareholder.

8. In the Mobile number text field, enter mobile number of the selected Member/Shareholder.

9. In the Office number text field, enter office number of the selected Member/Shareholder.

10. In the Fax number text field, enter fax number of the selected Member/Shareholder.

11. In the Price of share (RM), enter the price of the company share.

12. In the Number of share, enter the number of the share taken by.

13. In the Class of share drop down, you can select class of share.

14. Tick the checkbox “PROMOTER(S)/DIRECTOR(S) ARE NOT DISQUALIFIED UNDER

THE COMPANIES ACT 2016 AND HAS GIVEN CONSENT AS PROMOTER OR
DIRECTOR, AS THE CASE MAYBE.” under Statement of Compliance by
Promoter/Director section.

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15. Click the Save button to proceed.

C. Adding in Member’s Information as Body Corporate

1. Select Body Corporate as Promoter Type.

2. From Type, select Body Corporate type.

3. In the Company Registration No. field, enter the company registration number of the body
corporate.

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4. Click Search button to search if there is existing body corporate.

5. If selected Body Corporate is Government Agencies, you need to fill up Establishment

act. Otherwise, you may skip this.

6. This information will be displayed for existing body corporate.

 Registration number
 Address
 Country
 State
 City
 Postcode
7. In the Price of share (RM), enter the price of the company share.

8. In the Number of share, enter the number of the share taken by.

9. In the Class of share drop down, you can select class of share.

10. In Name of person, type representative name of body corporate.

11. In NRIC/Passport, type NRIC/Passport of the representative.

12. In Designation, type designation of the representative.

13. Upload Consent letter/resolution by body corporate by clicking Choose File button,
search for the file and click Upload botton to upload.

14. Click on the Save button to proceed.

15. Repeat step no. 1-14 to add more members/shareholders as body corporate.

Section C : Information To Agency

1. Next, you need to fill information to agency. Click on the Information to Agency tab.

2. If you have employee, select YES from Do you have any employees. Else, select NO. If
you select NO, information in no. 3-6 below are not compulsory to fill up.

3. Fill up Number of Full-time Local Employee

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4. Fill up Number of Full-time Foreign Employee

5. Fill up Number of Part-time Local Employee

6. Fill up Number of Part-time Foreign Employee

7. Fill up Brand Address if company has branch

8. Select Country from country drop down list. By default it set to MALAYSIA

9. Select State from city drop down list. State will only list down state in the selected country

10. Select City from city drop down list. City will only list down city in the selected state

11. Select Postcode from postcode drop down list. Postcode will only list down postcode from
selected city.

12. Fill up Phone Number

13. Fill up Fax number

14. Fill up Contact Person

Section D : Declaration Section

1. Check Declation Section checkbox as below to proceed

Section E : Lodger Information

1. This information will be auto populated from Name Search application. You do not need to
do anything here.

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2. Click Next button at the bottom of the form to proceed.

3. You are then redirected to the preview page. You can view entered information here and
download form as PDF file by clicking Download PDF button. Click Back button if there is

any changes required. Click Submit button to proceed with incorporation.

4. Once submit, you are then redirected to the Transaction page.

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5. Some information is carried over from the previous page and displayed on the top section.

6. Proceed to the GST Information section.

7. Select New under Use Existing GST Info or New?

8. In the Company/Business Number field, enter the company/business number.

9. In the Name field, enter the name.

10. In the Address field, enter the address.

11. From the Country drop down list, select the country for the address.

12. From the State drop down list, select the state for the address.

13. From the City drop down list, select the city for the address.

14. From the Postcode drop down list, select the postcode for the address.

15. In the GST ID field, enter the GST ID.

16. If you are using existing GST Information, select Existing under Use Existing GST Info or
New?

17. If the GST information is set up in the User Profile, then the information is retrieved from
User Profile.

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18. Click the Pay button to proceed for payment.

19. You will be redirected to the eHGL online payment gateway.

20. In the Cardholder Name, enter the cardholder name of the credit / debit card.

21. In the Card Number field, enter the card number of the credit / debit card.

22. From the Expiry Month drop down list, select the month of the card’s expiry date.

23. From the Expiry Year drop down list, select the year of the card’s expiry date.

24. In the CVV Code field, enter the CVV code of the credit / debit card.

25. Click on the Submit Payment button for payment.

26. If the payment is processed successfully, you will be redirected to a Transaction Receipt

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page.

You may click on the link to [Link] to download tax invoice after the payment
made.

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4.2 How to Incoporate My Company via Name Reservation

1. Assuming your Name Reservation Application has been approved, now you want to to do
Incorporation from Reserved Name.

2. At the Home page, click on New Incorporation Application From Reserved Name.

3. In Name Reservation Listing, you will see list of name approved and ready to incorporate.

Click on the Incorporate button to proceed.

4. Now, you will see Super Form. There are 3 sections in Super Form as below:

A. Application Details | Directors | Members/Shareholders | Information To Agency

B. Declaration Section

C. Lodger Information

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5. To fill up Super Form, please follow next process.

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Section A : Application Details

1. You shall add the Business Code that is related to your nature of business by clicking Add
button.

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3. Once saved, you are redirected back to the Super Form. The selected entry is displayed
under the Business Code / Description table.

4. You may add more than 1 entries that is related to your nature of business but not more
than 3 entries.

5. You are required to enter Business Description to elaborate Business Code /

Description on the nature of business that you just added.

6. In the Registered Address field, enter the address of the company.

7. From the Country drop down list, select the country for the address.

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