Data entry form: Things to know

The filing request combines in a structured way all the information required to be communicated to the RCS, in accordance with the modified law of 19 December 2002, as well as to the RBE, in accordance with the law of 13 January 2019.

Depending on the administrative procedure selected, the data entry form is structured into sections and subsections with fields to be modified and/or completed, facilitating the collection of information in accordance with current legal requirements.

The user will also find help in the form of explanations or tooltips that can be consulted, providing additional explanations for the correct and compliant entry of the required data.

Positioned at the top right of the filing request, the following functionalities are accessible to the user:

• Button Reprendre plus tard:
  Allows the user to save and resume data entry at a later stage.
  The filing request is saved in the My requests to be finalised section, which can be accessed in the user's customer space via the My Account menu.
  
  
• Button Abandonner la saisie :
  Allows the user to permanently delete the administrative request in process.
  
  
• The Navigation Menu, located to the left of the filing request, groups together the main sections for which the user is invited to enter or modify data, request its deletion, and upload the required documents.
  
  
• Navigation buttons, located at the bottom of the filing request, allow the user to navigate between the different sections and sub-sections of the request.

Fields to be modified

In order to modify one or more pieces of data, the user has to click on the Modifier (Modify) option.

By clicking on this option, the user unlocks the field concerned, allowing them to make the desired modifications.

Fields to be modified (continued)

The user is prompted to click in the input field to activate the cursor and enable modification of the data.

Depending on their needs, users can add additional fields. For example, to enter a translation of a trade name, the user has to click on the Ajouter une traduction (Add a translation) button to add the field and enter the data.

The user can cancel the modification by clicking on the Annuler la modification (Cancel modification) option. The original data will be displayed again in the field concerned.

Fields to be modified or deleted

Depending on the sub-section in which the user is located, two options are available:

• The Modifier (Modify) option allows the user to modify the data entered in the RCS.
  
  
• The Rayer (Delete) option allows the user to delete a person or entity registered in the RCS.

Fields to be deleted

In order to delete one or more pieces of data, the user has to click on the Rayer (Delete) option.

By clicking on this option, the user proceeds with the deletion of a person or entity registered with the RCS.

Depending on their needs, users can add additional fields. For example, to enter a new associate, the user has to click on the Ajouter un associé (Add an associate) button to add the field and enter the data.

The user can cancel the deletion by clicking on the Annuler la radiation (Cancel deletion) option. The original data will be displayed again in the field concerned.

Fields to be modified

In order to modify one or more pieces of data, the user has to click on the Modifier (Modify) option.

By clicking on this option, the user unlocks the field concerned, allowing them to make the desired modifications.

The user is prompted to click in the input field to activate the cursor and enable modification of the data.

The user can cancel the modification by clicking on the Annuler la modification (Cancel modification) option. The original data will be displayed again in the field concerned.

Calendar field

The input field circled in red is a context-sensitive calendar that allows the user to select a date using a visual selector.

To display the calendar, the user has to click on the calendar icon, which automatically brings up a small interactive calendar to the right of the field concerned. The user can then navigate between months and click on the desired date.

Functionality:

• Allows the user to select a date without having to enter it manually.
• This reduces input errors (e.g. invalid format) and ensures data consistency.

Drop-down list field

The input field circled in red is a drop-down list (or drop-down menu) allowing the user to select from values offered in a predefined list.

To display the list, the user has to click on the arrow to the right of the field. The user then has to scroll down the list and select the appropriate value.

Once the list is displayed, typing a letter immediately positions the cursor on the first value that begins with that letter. Repeating the same letter positions the cursor on the following values.

Functionality:

• Allows the user to choose a value without having to enter it manually, by selecting an option from a predefined list.
  
  
• This collapses input errors (e.g. spelling mistakes, non-standard names) and ensures data consistency, particularly for information related to nationality or address.

Control mechanisms

When the user navigates from one section of the form to another or from one step of their request to another, automatic checks are performed.

In the event of errors in data entry, the user is informed by a pop-up window entitled Errors in your entry which appears automatically when errors are detected in the form. The incorrect fields are highlighted in red within the form.

The user then has to click on one of the two buttons available:

• Correct errors now will redirect the user to the section or sub-section containing the errors to be corrected
  
  
• Continue and correct later allows the user to move on to the next section and continue entering data in the form

Functionality:

• Allows flexible error management: immediate correction for rigorous processing or deferred correction so as not to interrupt the process in progress.

Choosing the type of person

As the data to be entered differs depending on whether the person is a natural person or a Luxembourg or foreign legal entity, the user has to select a type of person before being able to register a new person.

To make a selection, the user has to click on one of the circles corresponding to one of the options offered. Only one selection can be made at a time.

The selection displays only the input fields for the selected person type.

Natural person

By selecting the option Natural person, the user must first specify whether the person concerned has a Luxembourg national identification number.
Depending on the answer given, the appropriate fields will automatically appear on the page, and the user will have to enter the required information.

Luxembourg legal entity registered with the RCS

By selecting the option Luxembourg legal entity registered with the RCS, the user activates a search function for entering the RCS registration number of the Luxembourg legal entity already registered.

After entering the RCS number, the user has to click on the Search button to automatically display the data entered in the file of the Luxembourg legal entity concerned.

Foreign legal entity

By selecting the Foreign legal entity option, the user triggers the display of specific input fields allowing them to enter the required information concerning the foreign legal entity.

Depending on the country selected, the user will view drop-down lists in the Foreign legal form and Foreign register name fields, adapted to foreign structures and the specific characteristics of the country entered.

Luxembourg legal entity not registered with the RCS

By selecting the option Luxembourg legal entity not registered with the RCS, the user triggers the display of specific input fields allowing them to enter the information required concerning the Luxembourg legal entity not registered with the RCS.

To continue with the filing request, the user must then click on the Compléter la publication (Complete publication) button.

1) In case of a publication in full or in excerpts

The document intended for publication must be attached by the user in the Document(s) destiné(s) à la publication (Document(s) intended for publication) field by clicking on the Ajouter la pièce jointe (Add attachment) button. The upload operation may take some time as each file attached to the registration request is verified to ensure compliance with the PDF/A standard.

The user is also asked to answer the question regarding the registration of the document by LBR.

The RCS administrator is authorized to register documents submitted for publication. The user can therefore choose when making the request whether or not they wish LBR to register the document in question. To do so, the user is asked to check one of the available options.

Important: The user has the option of having a document registered in advance at the offices of the "Administration de l'Enregistrement et des Domaines" (AED). In ttheir case, the document does not have to be registered by the RCS administrator.
A document that has been registered in advance can be identified by the stamp of the AED, which has been placed on it, showing the date of registration and the amount of the fee paid.
The RCS administrator would like to remind you that only documents that are required by law to be filed or published will be accepted.

2) In case of a publication by mention

No document is published. However, a mention of the filing will be inserted in the RESA journal for publication purposes.

The document intended for publication by mention must be attached by the user in the Documents à publier par mention (Documents to be published by mention) field by clicking on the Ajouter la pièce jointe (Add attachment) button.

Where applicable and depending on the type of document intended for publication by mention, the user is also asked to answer the question regarding the registration of the document by LBR.

The RCS administrator is authorized to register documents submitted for publication. The user can therefore choose when making the request whether or not they wish LBR to register the document in question. To do so, the user is asked to check one of the available options.

Important: The user has the option of having a document registered in advance at the offices of the "Administration de l'Enregistrement et des Domaines" (AED). In ttheir case, the document does not have to be registered by the RCS administrator.
A document that has been registered in advance can be identified by the stamp of the AED, which has been placed on it, showing the date of registration and the amount of the fee paid.
The RCS administrator would like to remind you that only documents that are required by law to be filed or published will be accepted.

3) In case where the publication is auto-generated

The publication relating to this type of filing is generated automatically by the RCS administrator based on the information that has been listed in the administrative request.

Once the publication has been generated, the user can consult the PDF of the automatic generated publication by clicking on the link and verify that the information that has been listed is correct.

In the event of errors, the user can return to the request to make the necessary corrections.

Field Date de publication (Date of publication)

The date of publication is, by default, the date on which the registration request was accepted by LBR.

However, the user can choose a specific date for the publication of their document by checking the box Je souhaite préciser la date de publication (I wish to specify the date of publication). In order to specify a publication date, the user can use the contextuel calendar option to select a date using a visual selector.

To continue with the filing request, the user must then click on the Ajouter les documents à joindre (Add documents to be attached) button.

Document(s) to attach for validation purposes

The section Document(s) joint(s) (Attached document(s)) may, if necessary, provide the user with a list of mandatory documents to be submitted for the purpose of validating the registration request.

In this case, the user must attach the document(s) in PDF/A format required to validate their filing request in the Pièce(s) à déposer (Document(s) to be filed) field by clicking on the Ajouter la pièce jointe (Add attachment) button.

Document(s) to be attached for verification purposes

The section Document(s) joint(s) (Attached document(s)) may also, if necessary, provide the user with a list of mandatory documents to be submitted for verification purposes of the registration request.

In this case, the user is required to attach the document(s) necessary to verify their filing request in the field Pièce(s) remises à titre de contrôle (Documents submitted for verification) by clicking on the Ajouter la pièce jointe (Add attachment) button.

To continue with the filing request, the user must then click on the Vérification de la demande (Verification of the application) button.

The user is invited to view the summary of their administrative request in PDF format by clicking on the link Visualiser le récapitulatif de ma demande en français (View a summary of my request in French).

In the event of an error found when verifying the summary document, the user can return to the request by clicking on the previous step until reaching the section or sub-section for which the information needs to be corrected.

If, at this stage of reviewing the summary document, the user confirms that the information entered is correct, they must check the box J’ai contrôlé mon document récapitulatif (I have verified my summary document).

The user can also indicate a filing reference in the Ma référence de dépôt (My filing reference) field, which can be defined freely, to better organize their requests.

The user then validates their request for an administrative procedure by clicking on the Ajouter la demande au panier (Add request to cart) button.