1. Preparation
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Verify pre-conditions:
o Certificate of Incorporation has been issued and/or License obtained.
o Clearance email sent in case of Transfer-In.
2. Initial Client Record Setup
1. Search for Client Entity
o COD selects Post-Incorporation module and ‘Client Creation.’
o Search for Client Entity Name.
2. Pre-populate Fields (Cypress)
o Client Details
§ Client Name
§ Entity Type
§ Entity Identity
§ Activity Involved
§ License as/ Activity
§ Business Sector
§ ROC No
§ FSC License No
§ Country of Lead
§ Date of Incorporation / Date of Creation
§ Date Transferred In (if applicable)
o Additional Details
§ Axis Services
§ Administered By
§ Administrator
§ Manager
§ Registered Office
§ Par
§ Par Value
o Registers (Principals Tab)
§ Appointment date for directors equals Date of Incorporation.
o Statutory Information
§ Constitution adoption details.
o Referrals
§ Referral Arrangements
§ ID
§ Referral Person
§ Referral Firm
§ Referral Firm Address
§ Source Person
§ Source Firm
§ Source Firm Address
o Contact Person
§ Full Name
§ Phone Number
§ Email
3. Administrator Input
1. Client Details
o Client Originating Group
o Client Abbreviation
o Client Status
o Date Transferred Out
o Nature of Business
o Location of Business
o PSA Signed (Yes/No)
o MLRO (if Activity involved = Financial)
o Deputy MLRO (if Activity involved = Financial)
o FATCA/CRS Status
o FATCA/CRS Reporting Person
2. Statutory Information
o General TRC Expiration Date
o Special TRC (Country & Expiration Date)
3. Payment Authorization
o Authorised Person Name
o Authorised Person Email Address
o Authorised Person Phone Number
o Send link for security questions; store answers.
o Weekly notifications if no answer provided.
o Upload supporting evidence for changes.
4. Banking Details
o Main Bank, Account Number, Account Currency
o Other Banks (multiple additions)
o Internet Banking (Yes/No); upload Indemnity Form if No.
o Account Signatories (Client and Axis, Axis only, or Client only)
o Upload supporting evidence for changes; notify TL/Manager.
5. Remarks
o Add any relevant remarks.
4. Review and Approval
1. Send for Review
o Administrator sends details for senior review/approval.
2. Senior Review
o If changes required:
§ Senior makes changes or provides comments.
§ Administrator updates and resubmits.
o If no changes required:
§ Senior approves, and client record is created on Cypress.
§ Notifications sent to Accounting, Compliance, and Finance
departments.
5. Compliance Module Updates
1. Risk Profile
o Client Profile Risk
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Business Activity Risk
Country of Origin of Funds Risk
Country of Operations Risk
Additional High-Risk Factors
Overall Risk Rating
Additionals
o Risk Committee Minutes
o Comments
o Risk Committee Recommendation
o Last Updated By
File Review
o File Review Period
o Date Risk Rating Changed
o Date of Next Review
o If File Review Done
o Date File Review Performed
o File Review Findings and Status
KYC Status
o KYC Review
o Review Done By
o KYC Status
o KYC Comments
o KYC Missing Since
o Description of Source of Funds
o Amount Cleared by Compliance
o Client Comments
Document in Safe
o Type of Document
o Date Document Handed to Compliance
o Document Movement Log
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6. Accounting Module Updates
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Auditor Name (if applicable)
Turnover of Previous Financial Year
7. Final Steps
1. Folder Structure
o Create folder structure on iManage.
o Transfer documents from pre-incorporation folder.
o Notify IT to delete Pre-incorporation folder.
2. Post-Incorporation Checklist
o Cypress generates checklist for Administrator.
8. General Notes
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Add new Client directly from Client Module if needed.
Populate ‘Other’ register for ongoing screening.
Record active time on each module per user.
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Icon next to each field in Client Module for document retrieval.