Invalid formatted XML Document – Please check element ‘PrescribedParticulars'

The prescribed particulars attached to the share class have not been included within the form:

Please check the share class and ensure that details have been entered in the ‘Voting Rights' field and resubmit your form.

Invalid formatted XML Document – Please check element ‘Premises'

Somewhere within the form there is either an absence of an address or the first line of an address is blank:

This is the XML equivalent of the old TAG rejection ‘Expected TAG 1024' - please therefore check all addresses are present within PCSec and correctly entered starting with the first address line.

Invalid formatted XML Document – Please check element ‘Post Town'

Somewhere within your form you have an address where the Town/City line is blank:

Somewhere within your form you have an address where the Town/City line is blank: v f

Please check that all addresses are correctly entered starting with Town/City being entered in the correct field.

Invalid formatted XML Document – Please check element ‘Annual Return'

The company's Registered Office address is missing from the form:

Check in the ‘Addresses' section of PCSec that you have a ‘Registered office' address entered and it is valid as at the made up to date of the annual return.

Supplied share capital details contains invalid characters

If you receive this rejection message, you probably have a currency sign contained within either your share class description or Voting Rights.

Share class descriptions should not contain details of the nominal value of the shares eg Ord £1, Pref US$. The share class description should only show the name of the share class eg Ordinary, Preference, A.


To check this, go to PCSec and select your company. Go to the ‘Shares' section and maintain your share class(es).

Remove from both the Short Class Description and the Long Class Description any reference to either the currency or the nominal value of the shares.

Also check that the Voting Rights do not contain any currency symbols:

Once updated, save your changes. This should then allow you to successfully re-file your form.

Error sending form AR01 from PCSec to the mailbox – Errors occurred in formatting the AR01

Should you encounter this message click the Details >> button for further information:

If the error starts ‘System.Exception: Error in GetExecuteScalar (long)' as in the example below then it is likely that you have shares in issue against a share class that has been (incorrectly) closed:

To resolve this go into the ‘Shares' section of PCSec and check for a ‘To Date' against any share class that has shares in issue:

If this share class is still active then select ‘Maintain' and remove the ‘To Date' before saving. You can now produce the annual return once again.

We have checked our records and this form appears to be a duplicate

This rejection message means Companies House have already received and accepted an annual return form made up to the same date as the form you have tried to file:

To avoid rejections in the future, you can check if an annual return has already been filed with Companies House by using the Jordans Image Bank.>

Annual returns accepted by Companies House will be available to view in the image bank within 24-48 hours.

Select the company in PCSec and click on the Jordans Image Bank link in the bottom left corner of the screen.

Simply click Display Images to show a record of the filing history for this company

If you are not already registered for Jordans Image Bank, please contact the Helpdesk for your unique Security Key to activate the service.

Should you wish to see a copy of any document filed then simply click on it in the list to open, and receive a copy by email. Please note that at this point you will be charged the 50p fee for the image.

The sum of the aggregate nominal value of shares for a currency does not equal the total aggregate nominal value of shares on the Statement of Capital

This is a known issue with Companies House back-end systems - they have issued a workaround but this does require manual intervention by their staff. Should you receive this rejection message please try re-filing the form:

Should you continually receive this rejection message after re-filing then please contact us at software@jordans.co.uk with the following information and we will raise a support issue with Companies House on your behalf.

Information required:

Envelope Number

Company Number

*Presenter ID

*Presenter Authentication Code

*Both of these can be found by selecting Tools followed by Options from within the electronic filing mailbox.

Companies House are unable to complete this request (EF documents not found)

There can sometimes be a delay between your submitting a form to Companies House and their systems acknowledging receipt. During this time you may find that if you attempt to retrieve a response your electronic form(s) will appear rejected with a message starting with a X- string stating ‘Companies House are unable to complete this request (EF documents not found) / 8023' as in the example below:

This message means that PCSec is unable to retrieve a status update from Companies House as their systems have not yet acknowledged receipt of the form.

Your form has been sent to Companies House, our advice in this situation is to give Companies House a couple of hours to catch up and then contact them again to request a response. You can do this by highlighting the document in the mailbox, right-click and select the Refresh status option.

This will then contact Companies House and request another status update. The form should then either move to the Pending folder, or update within the Inbox as either Accepted or Rejected.

Please note that the Refresh Status option can only be used on forms rejected with this specific syntax - it cannot be used for any other type of rejection message.

My form has been returned as ‘Conditionally Accepted' - what does this mean?

If a form is showing in your electronic filing mailbox with a status of ‘Conditionally Accepted' this means that the form has been accepted for filing by Companies House, although the information supplied does not match with their records:

This is known at Companies House as being ‘accepted with inconsistencies'. The form has been accepted for filing and placed on the public file. However if you do not take action to rectify the data that does not match their records an inconsistency marker will be placed against the company and the company will not be in good standing.

If you are unsure about why your form has been conditionally accepted and what action to take then please contact Companies House. Advise them that your form has been accepted with inconsistencies giving them the company number and details of the form filed. They should then be able to advise you on why they have marked this as an inconsistency and what action you will need to take to correct this.

Why has my form been ‘Conditionally Accepted'?

To find out why your form has been conditionally accepted you will need to refer to the response text shown in the lower section of the electronic filing mailbox - see example below:

The responses from Companies House do vary in their detail. Common reasons for a form being conditionally accepted are:

  • You have filed a resignation (TM) or change of details form (CH) for an officer that has already resigned.
  • You have filed a resignation (TM) or change of details form (CH) for an officer that hasn't been appointed with Companies House.
  • You have included on your annual return an officer that has already resigned.
  • You have included on your annual return an officer that hasn't had their appointment filed with Companies House.
  • Companies House has an officer on their records that you have not included in your annual return.

What action do I need to take on a ‘Conditionally Accepted' form?

The action you will need to take will depend on why your form has been conditionally accepted:

  • You have filed a resignation (TM) or change of details form (CH) for an officer that has already resigned.

No action is required.

  • You have filed a resignation (TM) or change of details form (CH) for an officer that hasn't been appointed with Companies House.

You must file the missing appointment form with Companies House.

  • You have included on your annual return an officer that hasn't had their appointment filed with Companies House

You must file the missing appointment form with Companies House. Note when filing a corrected annual return the return must be made up the next day. As the original annual return has already been accepted Companies House will not accept a second form made up to the same date.

  • Companies House has an officer on their records that you have not included in your annual return

If the officer Companies House has on their records is a current officer at the date of the annual turn then file a correct annual return including the missing officers details;

or

If the officer Companies House has on their records is not current officer at the date of the annual turn then file a resignation form (TM).

Logging a call with Companies House regarding software filing

The action you will need to take will depend on why your form has been conditionally accepted:

  • You have filed a resignation (TM) or change of details form (CH) for an officer that has already resigned.

No action is required.

  • You have filed a resignation (TM) or change of details form (CH) for an officer that hasn't been appointed with Companies House.

You must file the missing appointment form with Companies House.

  • You have included on your annual return an officer that hasn't had their appointment filed with Companies House

You must file the missing appointment form with Companies House. Note when filing a corrected annual return the return must be made up the next day. As the original annual return has already been accepted Companies House will not accept a second form made up to the same date.

  • Companies House has an officer on their records that you have not included in your annual return

If the officer Companies House has on their records is a current officer at the date of the annual turn then file a correct annual return including the missing officers details;

or

If the officer Companies House has on their records is not current officer at the date of the annual turn then file a resignation form (TM).

If the issue has not been covered in the above examples then Companies House have an email call logging procedure. The enquiries need to be sent in an email addressed to: enquiries@companieshouse.gov.uk and should have XML Sofware Filing Query as the subject heading.

Your email must include the following information:

1. *Presenter ID

2. Submission/envelope number

3. *Email address provided in submission

4. Any reject code/message received.

5. Date submitted

*Both of these can be found by selecting Tools followed by Options from within the electronic filing mailbox.

You should also include your contact details including telephone number. Wherever possible you should also attach the XML data submitted and any responses returned:

You can obtain a copy of the original XML submission as follows: in the EF Mailbox select your rejected form then select the options Message and Display Envelope - next right-click in the bottom half of the screen and select the option Copy to clipboard:

Then paste either into Notepad as a .txt file or into MS Word as a .doc file - save this file and attach it to your email. Now your enquiry is ready to be sent!

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Peter Cross JCP Solicitors, Swansea