Beneficial Ownership Submission

Annual Return (BO 04)

This guide provides step-by-step instructions for submitting Beneficial Ownership information following the filing of the Annual Return in accordance with the requirements of the Companies Act No. 7 of 2007.

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1. BO System – Signing In

1. Go to bo.drc.gov.lk, as shown in Figure 1.

Figure 1: Login Page

• Enter your eROC registered email address and password
• From the Login Type dropdown, select the appropriate portal based on your user role.

• The available user roles are:
  • Company User
  • General Public User
  • Authority User
  • ROC Staff.

• Click the Login button to proceed “Sign In”.

Tip: If you forgot your password, use the “Forgot Password” link to reset it.

2. Company User Dashboard Overview

Figure 2: Company Dashboard

 

Your company details are displayed in the dashboard.

1. If the status is displayed as “Annual Return Pending”, click the Manage Beneficial Owners button to proceed with the Beneficial Ownership Annual Return application.
2. Filing the Annual Return (Form 15) through the eROC system.
3. After the Filling is completed, verify that the Annual Return Pending status in the BO Company Card is displayed as “ Annual Return Pending “, as shown in the figure above.
4. If the status is displayed as “ Annual Return Pending “, click the Manage Beneficial Owners
5. Proceed with the Beneficial Ownership Annual Return application (Form BO 04).

 

3. Application Form Filling

Step 1
You are currently in Step 1 of the Beneficial Ownership Declaration process, as shown in Figure 3.

 

Figure 3: Application Form – Step 1

 

• Select “At the Submission of Annual Return” as the Beneficial Ownership Details Submission Reason.
• Once the reason is selected, an additional mandatory field named “Date of the Annual Return” will be displayed.
• The Date of the Annual Return is automatically retrieved from the eROC System. Users cannot modify, edit, or update this field.
• Click “Add New” to add a beneficial owner. The Beneficial Owner Details form will appear, as shown in Figure 4.

 

 

Figure 4: Beneficial Ownership Information Form

 

• Enter the required details of the beneficial owner and save the record. Repeat this step if there are multiple beneficial owners.
• The “Next” button will be enabled only after all required fields are completed and at least one beneficial owner has been added. Click “Next” to move to Step 2: Preview, as shown in Figure 3.

Step 2

1. In Step 2, users must review and confirm that all information entered in Step 1 is accurate and complete, as shown in Figure 5.

 

Figure 5: Preview – Step 2

• Once all information has been reviewed and confirmed as accurate, click Next to proceed to Step 3: Download Document, as shown in Figure 6.

 

Step 3

 

Figure 6: Document Download – Step 3

2. Click the Download PDF button to download the completed Beneficial Ownership Declaration form.
3. Print the downloaded document and obtain the required signatures from the authorized signatory/signatories.
4. Once the document has been signed, click Next to proceed to Step 4: Upload and Add to Cart, as shown in Figure 7.

 

Step 4

 

Figure 7: Upload and Add to Cart – Step 4

 

• Upload the scanned document using the upload option provided in Step 4, as shown in Figure 7.
• Verify that the correct document has been uploaded successfully.
• Click Add to Cart to add the Beneficial Ownership Declaration application to the cart.

 

Figure 8: Cart Summary & Payment Process

• Once the application has been added to the cart, proceed with the payment and submission process, as shown in Figure 8.
• Complete the payment process
• Receive official submission confirmation and reference number.

 

Important: Your submission is considered complete only after successful payment and receipt of the acknowledgement

 

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