In greenID, a business’s existence is verified in one of two ways:

By looking it up in an official business register; or
By obtaining documents that prove it is a business entity.

The first approach is used if the business has a business number that greenID can look up in a register. For example, if you provided a company number when you created the business verification record, greenID would have looked it up in a company registry and confirmed its existence there. In that case, nothing more is needed to verify the business’s existence. The registry’s name and a “verified” status automatically appears in the Evidence section of the screen (annotated as Item 4 in Figure 4).

The second approach must be used when greenID can’t get verification from an electronic register. In that case, you must upload scanned copies of one or more documents that provide evidence the business exists. (Examples of documentary evidence include certificates of incorporation, partnership agreements, business tax returns, and statutory declarations.) When this approach is used, you (or another administrator) must review the documents and manually verify them.

You can also upload additional documents after existence has been established — say, if your organisation’s policies ask for additional proof of a business’s existence than simply existing on a register. However, if you do upload additional documents, they increase the list of tasks that must be completed for the proof-of-existence requirement to be satisfied. Each document must be either verified or rejected.

Figure 7, below, shows examples of both approaches to verifying evidence:

Figure 7. Verify a Business Screen — Evidence that a business exists

Use the procedures below to complete tasks related to verifying a business’s existence and to managing documentary evidence:

Procedure 13. Upload a document as evidence

On the Verify a Business screen:

1. Navigate to the business for which you are uploading evidence. (For associated businesses, see Navigating the associated party tree)

Under Evidence that the business exists:

2. Select Upload evidence, Upload additional evidence, or Upload another document.
(The text depends on whether sufficient evidence has already been uploaded.)

3. When the Upload Evidence panel appears, select Choose file.

4. Using the file picker, select and open a file. GreenID accepts PDF, Word, JPG, PNG, GIF or BMP formats.

5. Under Select a document type, select the spin button and select a type from the list.

6. Select Upload.

Procedure 14. Verify an uploaded document

On the Verify a Business screen:

1. Navigate to the business for which you are evaluating evidence. (For associated businesses, see Navigating the associated party tree)

Under Evidence that the business exists:

2. Select the document you want to verify and select Verify now.

3. Review the document. (You may enter comments.)

4. Select Approve or Reject.

Procedure 15. Modify an uploaded document verification/rejection

On the Verify a Business screen:

1. Navigate to the business for which you are re-evaluating evidence. (For associated businesses, see Navigating the associated party tree)

Under Evidence that the business exists:

2. Find the document you want to edit and select View.

3. Review the document and comments. (You may enter comments.)

4. If you want to add a comment without changing the verification status, enter the comment and select Just add a comment.

5. If you want to change the verification status, enter a comment to explain the change and select Verify or Reject. (Either one or the other is shown, depending on the verification status.)