Table of content:
Introduction
1) Mandatory documents needed for registration, brand verification and KYC exam
a) Documents basic requirements
b) Samples of documents needed
2) Sign up and login
a) Sign up
b) Login
3) Fill in required registration information
a) Add business and brand information
a.1) Your brand information
a.2) Business information
4) KYC information
4. 1) KYC process
a) Basic information
b) Associate director
c) Legal representative
d) UBO
e) Additional documents (UBO)
f) Holding company
g) Bank information
4. 2) Reasons for rejection and common KYC errors
a) "Add Bank, KYC and personal Information" step have been rejected, how to review the rejection reasons?
b) Common errors faced in KYC and Personal information (UBO)
5) Submit and start to add products
6) Apply for more brands
Introduction
The registration process in Arise is very simple. Find out below how to proceed for Official store.
Let's get started now!
If you still have questions, you can contact our team through chat from Monday to Saturday (9am-6pm). To access it, you need to go the Seller Center, then click on "Support", "Help Center" and finally scroll down the page to "Chat Online" and click it to ask support. In case of any difficulty, you can also directly access it by clicking on this link.
1) Mandatory documents needed for registration, brand verification and KYC exam
a) Documents basic requirements
Before starting the process, please make sure that all the documents meet the following requirements:
Valid (not expired, in particular cases it will be necessary to present a document issued within the last 3 months)
High quality and in color (where all data is clearly visible)
Documents can be scanned or photographed, as long as they are clear and legible. Pictures taken on another device will NOT be accepted
Must show the entire document
Accepted formats: .pdf, .jpg, .docx, .doc, .jpeg, .png
The information entered must match 100% with the attached documents.
Important notes regarding some specific documents:
Form 036/037
Companies can download this document from the Tax Agency. However, we require the one of "Alta en el censo de empresarios".
Commercial Registration Certificate (Información General Mercantil)
You can download the document at https://sede.registradores.org/site/mercantil . The name of the specific document is "Información General Mercantil" and must be issued in the last three months.
Articles of association
The document must be complete, coincide with the business information and clearly show the ownership structure. In case of doubt, you must share a signed organigram which confirms the ownership structure.
It should feature all the beneficiaries of the company and their % of shareholdings of the company.
Residence proof (utility bills or bank statement)
Director and owners must upload utility bills or bank statements issued in the last three months. The company must also share this document issued to its name.
Ownership structure
When the ownership structure is ambiguous, sellers must provide an organigram signed by the director that describes in detail who the owners are. Everyone who owns at least 25% of the ownership must be stated as an owner in the UBO's section and provide their ID document and residence proof.
Original Declaration of Beneficial Ownership Form
When the company which sells in Arise (A) belongs to another company (B in) more than 25%, then the director of B must sign this document. The account manager will share the template with the merchant.
Another way to say, is that in cases where the company don't have any individual UBO with more than 25% of the shares and the UBO is a company, not a real person, then, you need to provide this template signed by the owner of the company. In any other case in which there exists a real person behind and it has 25% or more, you need to provide the UBO's ID, proof of address, etc.
Authorization of the brand
Brand trademark registration certificate
Please note that the PDF version of this document is not allowed, the sample shown below is from EUIPO. Only the signed copy of the Brand trademark registration certificate is allowed.
However, if you provided the EUIPO Trademark information file (instead of the Trademark registration certification) and the "Owner" stated in the Trademark info file matches with the Company name/Corporate legal entity stated in the business license document Registro Mercantil, then we will accept it. Please see below:
Letter of authorization / distribution agreement
"The Letter of Authorization should also contain the brand's company letterhead or logo. This is to ensure greater authenticity"
Names of both companies (brand and distributors) and contact official email address
Official address and countries
Name of the product
Date of validity
Invoice
Seller’s company name must match the buyer’s name in the submitted invoices
Procurement chain can only contain a maximum of 3 entities (e.g. brand > distributor A > distributor B > Seller)
Invoices must not be dated more than a maximum of 180days (6 months)
Invoices should have a reasonable amount of quantity (i.e. invoice cannot have just a handful of items such as 5 pairs of shoes, otherwise it cannot truly prove your activity)
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b) Samples of documents needed
2) Sign up and login
a) Sign up
In order to register you will first need to sign up on the registration page.
Step 1: go to the registration URL to sign up
Step 2: enter your phone number and then slide to the right to verify it
Step 3: both for Official store and Marketplace, the process is the same. Please enter the verification code received by SMS
Step 4: choose a password and confirm it (at least 8 characters, including 1 letter, 1 num and 1 symbol).
Step 5: enter your email address
Step 6: check the case “By clicking SIGN UP, you agree to these Terms of Service (Seller)"
b) Login
Step 1: click on the login page
Step 2: enter your mobile phone number (the one you used to register) and your password and then click on “Next”
Step 3: verify your account by entering the verification code that have been sent to your mobile phone number and then click on “Next”
3) Fill in required registration information
a) Add business and brand information
Note that you will find the samples of each document required next to the corresponding field. As well as icon message explanation of what you should input in each section.
Points to consider:
- The VAT ID structure should be one of the following: ES VAT Format: 9 - 11 characters FR VAT Format: FR + 11 numbers
- The registration date should be the “Alta en el censo de empresarios, of the 036/037 Form”.
- The registration address entered should match 100% with the one figured in the documents.
- The required documents are: “Modelo 036/037” and “Tarjeta de Identificación Fiscal (NIF)”
a.1) Your brand information
- Select your brand name in the list (if you can’t find it, click on the link below to add your brand in the list)
Please note that the brand name should exactly match with the registered trademark.
- Choose to either upload an offline experience image or submit a profile link.
Please note that you can add up to 5 profile links by clicking on “+” on the right of the case.
Please note that you can add up to 5 images.
- Select your relationship with the brand:
Reminder: Authorization of the brand - please refer to the documents requirements in previous part.
Seller types
Brand owner
Please note that the Brand Owners are required to submit a trademark registration. Please ensure that the registered owner listed in the trademark registration matches the entity name as stated in your business license.
Upload your brand trademark registration certificate
Please note that the brand name should exactly match with the registered trademark.
Exclusive distributor
Please note that Authorized distributors are required to submit a letter of authorization outlining the scope of the agreement between the authorizer (Brand Owner) and distributor. Please ensure that the letter specifies the above 4 points mentioned in the reminder. Please also have a look at the sample we provided at the beginning as a reference.
Upload the letter of authorization or distribution agreement
Non-exclusive distributor
Please note that Authorized distributors are required to submit a letter of authorization outlining the scope of the agreement between the authorizer (Brand Owner) and distributor. Please ensure that the letter specifies the above 4 points mentioned in the reminder. Please also have a look at the sample we provided at the beginning as a reference.
Upload the letter of authorization or distribution agreement
Retailer
Please note that Authorized retailers in Official store are required to submit a letter of authorization outlining the scope of the agreement between the authorizer (Brand Owner) and retailer, and an invoice. Please ensure that the letter specifies above the above 4 points mentioned in the reminder. Please also have a look at the sample we provided at the beginning as a reference. Regarding the invoice, please refer to the above 4 points mentioned in the reminder.
Letter of authorization or distribution agreement and an invoice
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- Select the brand authorization validity date
- Select your brand main category into the list
- Upload the logo of your brand (showcase image):
o 1:1 Square Logo - 60*60px-600*600px - max 75kb – jpeg – png
Click on “Save as draft”.
a.2) Business information
- Upload a copy of the VAT ID Card (certificate)
- Upload the 036 Form
- Select the legal entity type:
State owned
Publicly listed
Privately owned
- Enter the corporate name (should be identical with business registration document)
- Select the registration country
- Select the registration region/city/district (only EU countries can be selected)
- Enter the detailed registration address
- Enter the registration post code
- Enter the VAT ID (the VAT format should follow the below structure for Spain: 9 - 11 characters)
- Enter the main contact name
- Enter the main contact phone number
- Enter the main contact email address
- Select the language you would like to operate and receive services in the platform
Click on “Save as draft” and “Submit”.
Even if this step has not been reviewed successfully, you will still be able to move to next step “KYC information”.
4) KYC information
What is KYC?
KYC (Know Your Customer) is today a significant element in the fight against financial crime and money laundering, and customer identification is the most critical aspect as it is the first step to better perform in the other stages of the process.
The global anti-money laundering (AML) and countering the financing of terrorism (CFT) landscape raise tremendous stakes for financial institutions.
KYC is the mandatory process of identifying and verifying the client's identity when opening an account and periodically over time.
In other words, banks must make sure that their clients are genuinely who they claim to be.
Banks may refuse to open an account or halt a business relationship if the client fails to meet minimum KYC requirements.
Important to note: event if your KYC is not validated, you will be able to post product, which is the next step in your registration process. However, they won't be visible to the customers until you have passed the KYC.
- The first part regarding company information fields will be filled in by default according to the information introduced in the previous steps – no need to change or add anything extra. If this information is incorrect, please turn back to the “Step 2 – Add Information” tab to modify the company information.
4.1) KYC process
a) Basic information
- The Certificate of Incorporation & Articles of Incorporation are required for companies in Official store.
- The Certificate of Incorporation (“Certificado del Registro Mercantil”) can be downloaded from: https://www.rmc.es/privado/RegistroTemporal.aspx?lang=en). It needs to be issued within the last 3 months in color.
- Remember to choose “Nota Informativa Mercantil” option when asking for the certificate.
- The Articles of Incorporation (“Nota simple O Escritura de la empresa”) is the document that defines the company's purpose and specifies the company organization structure. Stating who are the directors, authorized person and the % of shares of each UBO.
b) Associate director
c) Legal representative (authorized person)
- First it is necessary to fill the “Authorized person Information” + ID Copy and Residence Proof documents.
- The Residence proof can be: utility bills (water, gas, electricity), official documents, bank extract, identity card with address or other official documents like DNI for example. Must be issued within the last 3 months.
- ID Copy can be the local identity card (DNI), resident permit (NIE) or passport. Must upload both sides and in color.
d) UBO
- Provide the information regarding UBOs (Ultimate Beneficial Owner).
- It is allowed to add up to 4 UBOs, and the % of shares of each one should match with the information appeared in “The Article of Incorporation”. If there are changes or not stated clearly in the Articles, please provide an ownership structure, explaining each relationship between the UBOs and their share %.
- It is only mandatory to add those UBOs with more than ≥25% of the company shares.
- Complete the “Holding Company” field if the UBO is a holding company with more than ≥25% of the shares and not a real person. If the UBO is a company with ≥25%, but there is a real person behind this company with ≥25%, then it is necessary to fill the real person as UBO. Holding company would be only for situations when there are no physical UBOs ≥25%.
- The ID Copy and Residence Proof Address requirements are the same as for the authorized person.
- The fields without the red icon* is optional to fill in.
e) Additional documents (UBO)
Subsequently, add the Diagram of the structure of the company and the declaration of ownership of benefits signed by one of the administrators in case of belonging to any of the assumptions indicated in the "Attached document" section.
f) Holding company
If you are a holding company, you will need to fill in the required related information.
g) Bank information
Here, you will introduce all the information regarding the Bank Account, this account should be of the same name as the company. Provide the following requested information: IBAN, Account Name, Country of the Bank, Swift Code and billing address.
- The funds generated in Arise would be deposited automatically every 7 days to this account provided.
- The Country of Bank selection is limited to those countries that belong to the European Economic Area (EEA).
Important: The name of the bank account must match the company's name
4. 2) Reasons for rejection and common KYC errors
a) "Add Bank, KYC and personal Information" step have been rejected, how to review the rejection reasons?
Please note that the KYC will be submitted to Alipay for a review once the first step of "Add Information" step is approved.
Important to note:
Rejected steps will be indicated at the top
Fields that are approved will be blocked and non editable
Rejected fields will show the rejection reason right under the information
For example:
Once the info is reviewed and modified, please click on "Save and Next".
Once all the information is modified, click on "Submit" and wait for the results (if it has been submitted before 12pm, then the review results will be available on the same day. If it has been submitted after 12pm, then it will be available the following working day).
Once approved, it will look like this:
b) Common errors faced in KYC and Personal information (UBO)
First, please remind that generally you need to pay attention to the information you input in case it does not match with the attached documents. All the input information should match 100% with the attached documents
One of the first reasons is linked with the UBO (legal representative) and the ownership structure:
There are other UBOs who hold more than 25% of the company shares, it is necessary to fill in the information of all UBO´s holding more than 25% of the company shares.
Escritura de la empresa: The Director's, Authorized Person's, UBO‘s can not be verified, or in other words, the % of shares of the UBO is not stated clearly. Due to company internal changes or any other reason, the UBO needs to be stated clearly in the document and how much % does he/she hold. In case this is unclear, add an ownership structure with company stamp to clarify this situation.
No real UBOs with shares more than 25%: sign the Original Declaration of Beneficial Ownership Form and complete the holding company section.
There is more than one Director, please provide information for all of the company's Directors
This individual is not a Director of the company /This individual is not the company's UBO/Director/Authorized person. Provide the information of the owners according to the business documents, or if any changes of ownership provide the ownership structure stating the changes.
An individual noted as one of the company's UBOs is not a UBO (need to take it out)
The UBO‘s Residential Address entered does not match the content of the uploaded files - this one should match 100%, make sure the information input matches with the document. In special cases (change of address, street number does not match due to external reasons; add a explanation note with the proof of address explaining the situation)
**Seller not having individual UBOs with shares more than 25%.
In this case > sign the Original Declaration of Beneficial Ownership Form and complete the holding company section.
**Seller not having %of the UBO's stated clearly in "Escritura de la empresa"
In this case > Upload Ownership Structure
The company’s Registration Address and date entered does not match the content of the uploaded files (please have a look in the “Alta en el censo de empresarios, of the 036/037 Form”) - this one should match 100%, make sure the information input matches with the document. In special cases (change of address, street number does not match due to external reasons; add a explanation note with the proof of address explaining the situation)
The articles of Incorporation is missing or the complete document is not uploaded
Registro Mercantil not up to date (Certificate of incorporation): this document needs to be issued within the last 3 months.
ID documents are not double-sided or are in black and white: they need to be uploaded double-sided, in color and can be read clearly.
Authorized Person's ID expiration time entered does not match the content of the uploaded files
In case of doubts of industry type: check the information stated in the Registro Mercantil. See the following image
Please provide the missing signature page in the Articles of Incorporation otherwise the document cannot be accepted by the system.
5) Submit information and start uploading products
Then click on "Save as draft" and "Submit" once everything is filled out correctly.
Once you have submitted the information, you will see the following message "Under review, verification process may take 2-4 business days".
- Application rejected: we have identified your account as high risk, please provide more information. Follow up the steps to add information needed again
- Application rejected: please modify the information which is labeled as incorrect and provide more information. Follow up the steps to add information needed again
- Application approved: added successfully!
6) Apply for more brands
For doing so, please go to "Settings" and "Brand":
You need to fill in the information needed and provide documents needed according to your relation with the brand.
Documents needed:
Brand owner
Brand trademark registration certificate
Exclusive distributor AND Non-exclusive distributor
Letter of authorization or distribution agreement
- 4 important points to mention in this document
Names of both companies (brand and distributors) and contact official email address
Official address and countries
Name of the product
Date of validity
Retailer
Letter of authorization or a distribution agreement or an invoice
- 2 important points to mention in the invoice
1.Seller’s company name must match the buyer’s name in the submitted invoices
2.Procurement chain can only contain a maximum of 3 entities (e.g. brand > distributor A > distributor B > Seller)
3. Invoices must not be dated more than a maximum of 180days (6 months)
4. Invoices should have a reasonable amount of quantity (i.e. invoice cannot have just a handful of items such as 5 pairs of shoes, otherwise it cannot truly prove your activity)
Submit:
Once you submit the documentation, our team will review and accept or reject it in 48 hours. If it fails, we will give you the reasons to correct the information and pass it successfully.
When we approve your brands, they will be available in the mandatory field "Brands" when you upload your products.
Important: If you don't match the product with the brands, you could receive infringements, and we should take action. When we identify these products, we put them offline until you upload the documentation correctly, cutting, in many cases, a positive trend in terms of visibility.
If you still have questions, you can contact our team through chat or via phone (+34 911674707) from Monday to Friday (9am-6pm). To access to the chat, you need to go the Seller Center, then click on "Support", "Help Center" and finally scroll down the page to "Chat Online" and click it to ask support. In case of any difficulty, you can also directly access it by clicking on this link.