7.9 KiB
1.2.4 Dealer Constitutional Change Enablement
- Enabled dealers to initiate constitutional change requests post onboarding.
- Supported all approved constitution change scenarios: o Proprietorship, Partnership, LLP, and Private Limited permutations
- Implemented dynamic document requirement determination based on target constitution.
- Explicitly confirmed no OCR-based document validation ; all validations are manual and role-driven.
- Ensured statutory compliance via Legal review before master data updates.
1.2.5 Post-Exit Access Control
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Enforced system rule to revoke dealer portal access once resignation or termination is completed.
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Change in Constitution Request
The dealer can initiate a Change in Constitution request to seek approval from RE
management for ownership or structural changes within the dealership. Upon approval,
the dealer may proceed with the legally compliant transition.
Supported Change in Constitution scenarios include:
o Proprietorship (Single Owner) → Partnership
o Proprietorship → LLP (Limited Liability Partnership)
o Proprietorship → Private Limited
o Partnership → LLP
o Partnership → Private Limited
o Private Limited → LLP
o Private Limited → Partnership
All dealer-initiated requests are subject to defined validations, mandatory document submissions, role-based reviews, and approvals. The dealer’s access is restricted to initiation, document upload, and status visibility , with final decision-making authority retained by authorized internal stakeholders of RE
3 Definitions and Acronyms
Acronym Full Form / Description
RE Royal Enfield
DD Dealer Development
DD-AM Dealer Development – Area Manager
DD-ZM Dealer Development – Zonal Manager
DD-Lead Dealer Development – Lead
DD-Head Dealer Development – Head
RBM Regional Business Manager
ZBH Zonal Business Head
NBH National Business Head
ASM Area Sales Manager
FDD Financial Due Diligence (External Partner/Agency)
LOI Letter of Intent
EOR Essential Operating Requirements
LOA Letter of Appointment
F&F Full and Final (Dealer Settlement)
KT Matrix Evaluation Matrix used for scoring applicants
12.2 Dealer Constitutional Change Management
12.2.1 Functionality Scope
This functionality enables a dealer to initiate, track, and manage requests for change in business constitution through the portal after successful onboarding. The system provides a structured self-service mechanism to propose constitution changes, capture legally required information, and submit constitution-specific mandatory documents , while routing the request through a defined internal review and approval workflow.
12.2.2 Functional Width
- Displays a dealer-facing constitutional change dashboard with summary indicators: o Total Requests o Pending Requests
o Completed Requests
- Lists all constitution change requests with: o Request ID o Current constitution o Proposed constitution o Submission date o Current status o Progress percentage
- Enables initiation of a new constitutional change request
- Supports the following constitution change cases : o Proprietorship (Single Owner) → Partnership o Proprietorship → LLP (Limited Liability Partnership) o Proprietorship → Private Limited o Partnership → LLP o Partnership → Private Limited o Private Limited → LLP o Private Limited → Partnership
- Dynamically determines mandatory document requirements based on the target constitution
- Allows document upload only as per applicable case
- Provides role-based visibility into request details, documents, and progress
- Prevents duplicate or parallel requests as per policy
12.2.3 Functional Depth
- Constitutional change requests can be initiated only for active and eligible dealers.
- On selecting “New Constitutional Change” , the dealer is presented with a structured submission form capturing: o Dealer Code and Dealer Name (auto-populated, non-editable) o Current constitution (auto-populated) o Proposed constitution (selectable from allowed options) o Reason for change o Details of new partners / members (where applicable) o Proposed shareholding pattern
- Based on the proposed constitution , the system determines the mandatory document checklist as follows:
12.2.4 Document Applicability Rules
A. Any change resulting in Partnership requires:
- GST Registration Certificate
- Firm PAN Copy
- Self-attested KYC documents
- Partnership Agreement (Notarised)
- Business Purchase Agreement (BPA)
- Firm Registration Certificate (Partnership)
- Cancelled Cheque
- Declaration / Authorization Letter
B. Any change resulting in LLP requires:
- GST Registration Certificate
- Firm PAN Copy
- Self-attested KYC documents
- Certificate of Incorporation (COI)
- Business Purchase Agreement (BPA)
- LLP Agreement (Notarised)
- Cancelled Cheque
- Declaration / Authorization Letter
C. Any change resulting in Private Limited requires:
- GST Registration Certificate
- Firm PAN Copy
- Self-attested KYC documents
- MOA (Memorandum of Association)
- AOA (Articles of Association)
- Certificate of Incorporation (COI)
- Business Purchase Agreement (BPA)
- Cancelled Cheque
- Declaration / Authorization Letter
D. Any change resulting in Proprietorship requires:
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GST Registration Certificate
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Firm PAN Copy
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Self-attested KYC documents
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Cancelled Cheque
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Declaration / Authorization Letter
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The system enforces document completeness validation before allowing submission or progression.
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No OCR or automated document content extraction is performed; all validations are manual and role-driven.
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Upon submission: o The request is routed through a multi-level internal review workflow (DD ASM → DD ZM / RBM → ZBH → DD Lead → DD Head → NBH → Legal, as applicable).
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Authorized internal roles may Approve, Send Back, or Revoke the request.
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Send Back and Revoke actions are communicated through Work Notes , with mandatory remarks.
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The Legal team validates statutory compliance and facilitates updates to dealer master records post-approval.
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Upon final approval: o Dealer constitution details are updated in the system of record. o All actions, documents, and decisions are logged for audit and compliance.
12.2.5 11.2.4 Personas-wise Accessibility & Visibility
Persona Responsibilities Access Rights
Dealer Initiates and tracks constitutional
change requests.
- Initiate new constitutional change request
- Provide change details and reasons
- Upload mandatory documents as per applicable case
- View request status, progress, and Work Notes DD ASM Coordinates document collection and supports validation.
- View requests
- Upload supporting documents
- Assist in coordination DD ZM Performs zonal-level review and validation.
- View requests
- Review and provide inputs RBM Conducts regional business evaluation. • View requests
- Review and recommend ZBH Ensures zonal governance compliance. • Review requests
- Send Back or Revoke with mandatory Work Notes
- Approve as per hierarchy DD Lead Ensures adherence to dealer development policies.
- Review requests
- Send Back or Revoke with mandatory Work Notes
- Approval visibility
DD Head Oversees dealer development
governance.
- Review requests
- Send Back or Revoke with mandatory Work Notes
- Approve as per hierarchy NBH Provides senior management approval. • Review requests
- Send Back or Revoke with mandatory Work Notes
- Final approval authority Legal Team
Validates statutory compliance and legal
documentation.
- Review documents
- Validate compliance
- Facilitate post-approval updates System Enforces rules and audit compliance. • Determine applicable documents dynamically
- Validate completeness (no OCR)
- Track progress and status
- Maintain audit trail