GUIDE FOR PARTNERS/DIRECTORS/SOLE

PRACTITIONERS:

Using the Attorneys Fidelity Fund On-Line

Portal for the Issue of a Fidelity Fund

Certificate

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LOGGING IN .......................................................... CLICK HERE

CERTIFICATION .................................................... CLICK HERE

SELECT YOUR FIRM .............................................. CLICK HERE

FINANCIAL INFORMATION: ................................... CLICK HERE

Section 78(1) tab ...................................................................... CLICK HERE

Section 78(2)(a) tab ................................................................. CLICK HERE

Section 78(2A) tab ................................................................... CLICK HERE

Investments ............................................................................. CLICK HERE

Estates ................................................................................... CLICK HERE

Property .................................................................................. CLICK HERE

SELECT A MEMBER ............................................... CLICK HERE

MEMBER APPLICATION ........................................ CLICK HERE

ISSUE CERTIFICATE ............................................. CLICK HERE

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A mock firm has been created for the purposes of this Guide, which is a step by step and includes

screen shots to further aid in the use of the automated FFC application process.

The login credentials and new password reflected hereunder ARE MERELY FOR DEMONSTRATION

purposes only and SHOULD not be used.

1.1 In order to log into the system, you would have by now received an email from ffc@fidfund.co.za

containing the relevant login credentials.

1.2 The email will stipulate User Name, User Code & Password and will request that you navigate to

https://ffc.fidfund.co.za for purposes of resetting the password and then logging on.

1.3 Upon receipt of the email, navigate to https://ffc.fidfund.co.za. You may log onto the aforementioned

website either by clicking directly onto the link or by copying the link into your web browser (i.e Google

Chrome or Internet Explorer or Firefox or Safari etc)

1.4 The FFC website works optimally on Google Chrome, however all other web browsers may be used. If using

Internet Explorer, please ensure that Version 9 or above is used.

1.5 Once https://ffc.fidfund.co.za has been accessed, the below page [see ] will be displayed: F I G U R E 1

F I G U R E 1 1.6 In the Login box [see ] enter your user name, user code and password, exactly as it appears in F I G U R E 1

the email received from ffc@fidfund.co.za

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1.7 You may copy and paste the user name and user code directly from email into the Login box, however do

not copy and paste the password from the email into the Login box, as this will LOCK the account.

Please retype the password.

1.8 Once all credentials have been entered, click on the Login button.

1.9 The Change Password box will pop up. [see ] F I G U R E 2

F I G U R E 2

1.10 Old Password refers to the password as per the email received from ffc@fidfund.co.za,

1.11 New Password is a password you are to create. Your password should have a minimum length of 6

characters, it should contain at least 1 of the following special characters ( ! @ # $ % ^ &

* + _-) and should contain at least 1 upper case character (capital letter).

[an example of a password that meets all the password criteria as per (k) above is Marli@Guide]

1.12 At Confirm Password, enter the password you have just created (as in Step 1.11 above) click on “Change”,

upon which the Guidelines . [see ] screen will pop up Once you have read these Guidelines, F I G U R E 3

either minimize or close this Guideline popup.

F I G U R E 3

Please note that from

hereon end, when

logging in, you will use

the User Name and User

Code furnished by the

Fund, together with the

NEW PASSWORD you

have just created.

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Click on the icon titled “Certification” [see ] F I G U R E 4

F I G U R E 4

3. [screen as per F I G U R E 5 below appears upon

clicking CERTIFICATION]

Select your Firm by clicking on the grid line where your firm’s name appears.

Then click on the flickering red warning sign in the left column with the words “Financial

Information”.

F I G U R E 5

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[screen as per F I G U R E 6 below] 4.1 A new screen opens up where the firm’s financial information is to be captured. You will note that

the words “Financial Information” are highlighted in the left column.

4.2 Take note of the guidelines provided and then close the “Guidelines – Financial Overview”

popup.

F I G U R E 6 4.3 Proceed to complete the financial information of the firm in respect of the following fields, by

clicking on the relevant tab, on the top of the screen:

SECTION 78(1)

SECTION 78(2)(A)

SECTION 78(2A)

INVESTMENTS

ESTATES

PROPERTY

PLEASE NOTE: All

balances are to be

captured, irrespective

of whether they are

ZERO balances.

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4.3.1 Section 78(1) Tab:

F I G U R E 7

F I G U R E 8

In order to populate your firm’s trust

accounts to this tab, click on “Manage

Bank Accounts”. to enable you to

capture the relevant interest rates and

balances.

The “Maintain Banking

Details”, as per FIGURE 8

appears.

You will note that your firm’s

section 78(1) trust accounts are

displayed in the grid at the bottom

of the screen.

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F I G U R E 9

F I G U R E 1 0

Maximize this screen in order to

enable you to use your scroll bar

on the far right of your screen.

When moving the up/down scroll

bar down, you will notice the

left/right scroll bar at the bottom

of the screen blue bar.

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F I G U R E 1 1

F I G U R E 1 2

When moving the scroll bar to the right, you

will be able to view all the details in respect of

your firm’s trust accounts that are reflected on

the Society’s database.

Now, in order to update these trust accounts

displaying in the bottom grid to the Section

78(1) tab, click on the account in the grid.

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F I G U R E 1 3

F I G U R E 1 4

PLEASE NOTE THAT THE SERVICE FEE FORMULAE SHOULD BE OBTAINED FROM THE BANK WHERE YOUR TRUST ACCOUNT IS

HELD, TOGETHER WITH A TIER IN RESPECT OF THE RELEVANT INTEREST RATES APPLICABLE TO THIS TRUST ACCOUNT.

if the bank gives you a service fee of a flat rate, e.g R45.10, it should be captured as 45.10/45.10/45.10

The details of the trust account on which you

have clicked, will now be reflected in the top

section of the screen, with the fields for “Service

Fee Formula” and “Assign to Section”

underlined in RED.

Enter the SERVICE FEE

FORMULA of this trust account.

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F I G U R E 1 5

F I G U R E 1 6

Once the service fee formula of the account

has been entered, assign the account to

section 78(1) by clicking on the drop down

box on the side of the “Assign to Section”

block and selecting “Section 78(1)”.

Once you have selected section 78(1) from the drop box,

we click on the word “UPDATE” at the top of the screen

(i.e. New || Add || Update || Delete ||

Documentation || View Guidelines).

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Upon clicking on UPDATE, a popup appears advising that what has been captured has been saved

as per below. F I G U R E 1 7

In order to capture the relevant information in respect of each of the firm’s Section 78(1) Trust

Accounts, click on the relevant account in the grid falling under “Available Banking Details” and

follow the steps as per F I G U R E S 1 2 T O 1 6

F I G U R E 1 7 UPDATING a Section 78(1) trust account that is reflected as “Closed” in the grid or where

you have multiple trust accounts and have closed one or more of them

Click on the account as it appears in the grid

When it displays in the top section, we enter a blank service fee formula

(i.e. 000/000/000)

Now assign it to section 78(1) in the drop box

Select the option CLOSED from the drop box, next to “Account Status”

that shows OPEN below

Finally, click on the block where the word “- CLOSED” appears

(see below - in the block next to “Branch Name”) F I G U R E 1 8

and delete the word “- CLOSED”

Once selections have been made, click the UPDATE button - F I G U R E 1 9

REMEMBER: In terms of

Section 78(1) of the

Attorneys Act 53 of

1979, as amended, it is

peremptory to open

and maintain a trust

account.

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F I G U R E 1 8

F I G U R E 1 9 F I G U R E 2 0

NOTE: Account

status now

reflected as

CLOSED.

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BELOW IS AN EXTRACT FROM SECTION 78 OF THE ATTORNEYS ACT 53 OF 1979, AS AMENDED, WHICH MAY BE OF ASSISTANCE IN COMPLETING THE SECTIIONS WHICH

FOLLOW, NAMELY THE TABS RELATING TO Section 78(1), Section 78(2)(a), Section 78(2A), Investments, Estates and Property.

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ADDING a Section 78(1) trust account that is not reflected in the grid

All your firm’s section 78(1) trust accounts should

be reflected in the bottom grid

To add your new trust account to

the grid, click on NEW, below the

heading “Maintain Banking Details”

(see ) F I G U R E 1 9

F I G U R E 2 1

NOTE: In the event that you have opened

a new Trust Account, however have not as

yet informed the Society thereof, please

forward written confirmation hereof to

the Society. One the Society’s records are

updated, this information will update to

the GRID below (to re-iterate, only once

the Society’s Records are updated).

Alternatively you may proceed to ADD the

new details onto the system.

REMEMBER: To ensure that Account

Status, Service Fee Formula, Bank Type

Code (select from drop down box), Account

Type Code (select from drop down box).

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F I G U R E 2 2

F I G U R E 2 2

BANK CODE: This is the name

of the banking institution to

be selected from the drop

down.

Please note that if you move

your scroll bar on the right of

this Select Bank popup, down,

you will notice that the bank

names are listed over 4 pages

Click on the arrows on the left

hand corner of the popup, to

move from page to page, to

select your bank and then

double click on your bank’s

Should the relevant

bank not be reflected on

the first page, click on

the arrow to

move to the next page

and the next until you

find the relevant bank.

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F I G U R E 2 3

F I G U R E 2 4

REMEMBER TO COMPLETE:

Bank Account Name

Branch Name

Bank Branch Code

Start Date (this is the

date on which the account

was opened)

Assign to Section

Very importantly, do not forget

to select Account Currency

(appearing next to Service Fee

Formula)

Once you have entered all these

details, click on ADD which will

save your new trust account

details to the bottom grid

Now click on this new trust

account in the bottom grid and

then click on UPDATE and then

close this Maintain Banking

Details screen

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F I G U R E 2 5

F I G U R E 2 6

When closing the

Maintain Banking

Details screen, the

Section 78(1) screen

will reopen, displaying

your firm’s trust

accounts

The trust account balances as

at quarters ending should

now be captured, namely for

the periods:

31 Dec 2014

31 Mar 2015

30 Jun 2015

30 Sep 2015

Ensure that you have

bank statements at above

dates at hand, together

with the bank’s interest

tier, to apply to the

relevant balances.

To complete the

balances in respect of

the said periods, click

on the grid line in

respect of the relevant

period, then click on

the pink part of the

grid line, to enable you

to enter the interest

rate and balance (the

block would be outlined

in red)

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F I G U R E 2 7period, then click on the pink part of the grid line, to enable you to enter the interest rate and balance (the

block would be outlined in red)

4.3.2 Section 78(2)(a) Tab:

F I G U R E 2 8

Complete all the

interest rates and

balances in respect

of all your trust

accounts and then

click on UPDATE to

save your entries

SECTION 78(2)(a) TAB:

Should you NOT have made any

section 78(2)(a) investments, where

the interest earned on the account

accrues to the Fidelity Fund, you may

leave this screen blank

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F I G U R E 2 9

F I G U R E 3 0

However, should you

have made such

investments, you are

required to create this

investment account(s)

that you have opened

by clicking on “Manage

Bank Accounts” and

following the above

steps, commencing

from point 4.3.1 above

(where you add a new

account), however, now

instead of assigning it to

section 78(1), you

would assign it to

section 78(2)(a).

REMEMBER to

click ADD to add

this new account,

so that it is

reflected in the

bottom grid.

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F I G U R E 3 1

F I G U R E 3 2

The new

account created

now reflects in

the bottom grid.

Click on your section 78(2)(a)

account in the bottom grid and

then click on UPDATE and then

close the Maintain Banking

Details page

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F I G U R E 3 3

F I G U R E 3 4

The section 78(2)(a) account

that you have just added,

would now appear in the

Section 78(2)(a) tab and

you can proceed to capture

the relevant interest rates and

balances

After completing the

relevant interest rates

and balances of your

section 78(2)(a)

investments, remember

to click on UPDATE to

save and proceed to your

next tab being Section

78(2A)

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4.3.3 Section 78(2A) Tab:

F I G U R E 3 5

F I G U R E 3 6

Please note that you are required to provide the consolidated amounts, in respect of all investment accountsopened, upon the written mandate of a

client(s), with the interest earned accruing to the relevant client(s), in respect of each of the

relevant banking institutions where you have opened such

accounts

Click on the grid lines of the

relevant periods, select the

banking institution where

you have opened the

investment account from the

drop box and proceed to

enter the consolidated

balance in respect of all

investment accounts held at

the selected bank

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F I G U R E 3 7

F I G U R E 3 7

Where you hold

investments at more than

one banking institution,

select the bank, enter the

balance in respect of

the first bank and click on

UPDATE.

To add the further

banking institution, click

on the grid line in respect

of the period where you

have just entered the

first banking institution

and updated and click on

ADDITIONAL

INSTITUTION

BALANCE

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F I G U R E 3 8

F I G U R E 3 9

When clicking on ADDITIONAL INSTITUTION

BALANCE, the below box pops up.

Now:

select the name

of the further

banking

institution from

the drop box

select currency

from the drop

box

enter the

consolidated

balance in

respect of the

banking

institution

click on ADD

click on UPDATE

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F I G U R E 4 0

F I G U R E 4 1

You will see that another line has been

entered into the grid in respect of the period

March where I have added the further

institution

Once you have

entered all the

consolidated balances

in respect of the

different institutions

for the relevant

periods, click

UPDATE

The next step is to

complete the

breakdown(s) in

respect of every grid

line where we have

entered investments

Click on the grid line

at the top of the

screen. You will see

that it prepopulates a

breakdown in respect

of the value you have

entered in the top grid

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F I G U R E 4 2

F I G U R E 4 3

Double click under the word Value in the

relevant grid line where you need to enter a

value.

The amounts

you enter under

Value should

total the

Section Value

and click

UPDATE (just

below the word

Breakdown)

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F I G U R E 4 4

F I G U R E 4 5

You will notice that the system calculates

the % of Total once you click UPDATE

A REMINDER that the

Breakdown in respect of

EACH grid line where you

have entered a balance in the

top grid, should be completed

and updated, failing which it

will block you from

progressing later in the

application process

Once you have completed

and saved all the breakdown

values, move to your next

tab, i.e. (D) Investments

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4.3.4 Investments Tab:

F I G U R E 4 6

4.3.5 Estates Tab:

F I G U R E 4 7

Please note that this tab is

completed EXACTLY in the

same way as the Section

78(2A) tab, save that it does

not require a breakdown at

the bottom of the page

To re-iterate if there are

zero balances, please

capture zero as per below

example.

Complete your consolidated

balances and UPDATE and

move to the next tab, i.e.

(E) Estates

INVESTMENTS are in relation to amounts invested in terms of the Society’s Rules for each quarter. In relation to Investments where there is no legal service provided by the attorney, including those

where the mandate is completed/terminated these should be moved out of s78(2A)

Once again, this page is

completed EXACTLY the

same as (D) Investments

Complete the balances

and institutions and

UPDATE and move to

the next tab, i.e. (F)

Property

ESTATES - the total amount in respect of estates in terms of Section 78(6)(c) of the Attorneys Act 53 of 1979.

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4.3.6 Property Tab:

F I G U R E 4 8

Enter the value in

respect of property held

for clients and UPDATE.

PROPERTY – any entrusted Property as referred to in Section 26 of the Attorneys Act 53 of 1979.

EXTRACT of Section 26

of the Attorneys Act 53 of 1979, as

amended.

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F I G U R E 5 0

F I G U R E 5 1

You may now click on the block Select a

Member in the left column, which will

highlight the block

Click on the grid line with your name, on

the right, then click on Member Application

in the left column

Once you have clicked

on the grid line with

your name, on the

right, and clicked on

Member Application in

the left column (as per

FIGURE 50)

You will note that a

green tick appears next

to Select a Member and

Member Application is

highlighted with a red

warning sign flickering

Your prepopulated

application form opens

up

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F I G U R E 5 2

The data displaying in the application form is what is reflected on the Society’s database and you

are not able to make any amendments on this application form

Should any amendments be required, please notify the Society which changes should be effected

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F I G U R E 5 3

F I G U R E 5 4

Once you have verified

the information

contained in your

application form, select

from the drop box either

YES or NO in respect of

the 11 (eleven)

questions appearing

below

ACKNOWLEDGEMENTS

Once you have

answered the last

question on the

application form,

use your scroll

bar to move back

to the top of the

application form.

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F I G U R E 5 5

Click on SUBMIT APPLICATION

You will note, in the left column, that a green tick appears next to Member Application and Issue

Certificate flickers with a red warning sign (as per Figure 56 below)

Click on Issue Certificate

Please note that, if you are unable to progress to issue certificate and member application remains red

after submission of your application, you have failed to properly complete the financial information of

your firm or else you have not submitted an audit report or have submitted an audit report however

qualified and these qualifications have not been dealt with or you have not yet furnished proof of

successful completion of the practice management training course (where applicable).

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F I G U R E 5 6

F I G U R E 5 7

Click on your name

on the right.

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F I G U R E 5 8

F I G U R E 5 9

At the bottom of

the page, click on

REQUEST

CERTIFICATE

CONGRATULATIONS,

your Certificate has

been issued.

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F I G U R E 6 0

F I G U R E 6 1

The details of

your issued

certificate

appear in the

grid line at the

bottom

Click on the grid

line and then on

DOWNLOAD

CERTIFICATE or

VIEW

CERTIFICATE

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F I G U R E 6 2

F I G U R E 6 2

8.

If you have selected

DOWNLOAD CERTIFICATE,

you would be asked if you

would like to open your

certificate or save. You

may choose either option.

However as a matter of

precaution, ensure that you

save a copy of the

certificate, such that should

you misplace, you may

simply retrieve and reprint.

The FFC portal does make

provision for a reprint.

Please note that you

should, for optimal

results, have ADOBE

READER installed in

order to SAVE or PRINT

the FFC. Adobe Reader

is FREELY available via

www.adobe.com

CONGRATULATIONS, YOU

HAVE SUCCESSFULLY

ISSUED YOUR 2016 FFC

AND ARE THUS ENTITLED

TO PRACTISE IN THE 2016

YEAR.