Amalgamation of Co-operative Societies
| Form | Workflow | Outputs | E2E test | Docs |
|---|---|---|---|---|
| Passed | Passed | Passed | Passed | Passed |
- End-to-end test
- 3/3 passed 2026-10-21 (mihud, combined)
- Documentation
- 17 steps, 30 images · Download the DOCX
- Who can apply
- Organization
- Catalogue ID
- 326
Fees
| Fee | Case | Amount (ZMW) |
|---|---|---|
| Amalgamation of a co-operative society | New | 200 |
Required documents
- The special resolutions relating to the amalgamation of co-operative societies, signed by the chairperson of the meeting at which the resolution was passed and countersigned by the secretary of each co-operative society, seeking amalgamation; (New)
- A copy of the By-Laws of the Co-operative Society to be registered (New)
Output documents
- Notice Of Action (notice-of-action)
- Application form (application)
- Certificate of Amalgamation (certificate)
- GF-1 Treasury Invoice (invoice)
- GF-2 Treasury Receipt (receipt)
Test evidence
Amalgamation of Co-operative Societies
Service documentation · Republic of Zambia · GSB e-Services
| Owner | Department of Registration and Regulation |
| Service key | DOC/amalgamation-of-co-operative-societies |
| Version | service v1, platform a0a302b8 |
| Date | 2026-10-21 |
Generated automatically by the service's end-to-end test run. Every screenshot shows synthetic test data on a local test installation, never real personal data.
This document describes the Amalgamation of Co-operative Societies service of Department of Registration and Regulation as the platform runs it today. It is generated by the service's end-to-end test: every step below was performed by the test, and every screenshot was taken during that run with synthetic data. Regenerate it with npm run docs:services in the e2e suite; do not edit it by hand.
1. Service summary
| Item | Detail |
|---|---|
| Service | Amalgamation of Co-operative Societies |
| Owner (MDA) | Department of Registration and Regulation (DOC) |
| Purpose | Registration of Amalgamation of any two or more Co-operative Societies, registered under the Co-operative Societies Act, done by special resolution of each of the Co-operative Societies, at a general meeting, with or without any dissolution or division of the funds of all or any of those Co-operative Societies. |
| Who can apply | Organization |
| How to apply | Online on the national e-Services portal, signed in with ZamPass; pay with ZamPay. |
| Fees | Amalgamation of a co-operative society: ZMW 200.00 |
| Turnaround | 30 days |
| Validity of the output | Indefinite |
| Required documents | The special resolutions relating to the amalgamation of co-operative societies… (required) - The special resolutions relating to the amalgamation of co-operative societies, signed by the chairperson of the meeting at which the resolution was passed and countersigned by the secretary of each co-operative society, seeking amalgamation; A copy of the By-Laws of the Co-operative Society to be registered (required) |
| Output documents | Notice Of Action Application form Certificate of Amalgamation GF-1 Treasury Invoice GF-2 Treasury Receipt |
| Legal basis | Co-operative Societies Act, No. 20 of 1998 (https://www.ilo.org/dyn/natlex/docs/ELECTRONIC/53147/111628/F824149747/ZMB53147.pdf) Co-operative Societies Regulations, SI No. 26 of 1999 (http://extwprlegs1.fao.org/docs/pdf/zam16012.pdf) |
2. Application process, step by step
The process as configured in the back office:
| Step | Role | Task | Type |
|---|---|---|---|
| 1 | Applicant | Apply | form |
| 2 | Applicant | Payment | payment |
| 3 | System | Generate Document | generate-document |
| 4 | Case Officer | Review | review |
| 5 | Supervisor | Review | review |
| 6 | Executive | Decision | decision |
| 7 | System | Generate Document | generate-document |
| 8 | System | Notify Client | notify |
Who takes part in this journey: Citizen, Case Officer, Supervisor, Executive, Anyone (public).
Step 1. Find the service
Citizen · National e-Services portal
On the national e-Services portal the citizen opens All Services and searches for the service by name ("Amalgamation of Co-operative Societies"). Each result names the service and the ministry that provides it.
Step 2. Read the service page
Citizen · National e-Services portal
The service page sets out what the service is for, who provides it, the fee, how long it takes and the documents to have ready. "Start application" begins an application (the citizen is signed in with ZamPass).
Step 3. Confirm the applicant details
Citizen · National e-Services portal
The applicant details are filled in from the citizen's ZamPass account. The citizen says whom they are applying for (an organisation: the service is for organisations only) and continues with "Proceed to Application".
Step 4. Fill in the application form
Citizen · National e-Services portal
The citizen answers the service's own application form, converted from the legacy system (7 answers in this run, all synthetic), for the type of application "New". Questions marked * must be answered; some appear only after an earlier answer. Answers are saved as the citizen types, so an unfinished application can be reopened from My Workplace.
Step 5. Upload the supporting documents
Citizen · National e-Services portal
Each document the service asks for has its own upload (3 in this run: The special resolutions relating to the amalgamation of co-operative societies…, A copy of the By-Laws of the Co-operative Society to be registered, Letter of authority or board resolution). The files are checked and stored with the application; the page confirms each upload.
Step 6. Check the answers and confirm the declaration
Citizen · National e-Services portal
Before sending, the citizen sees every answer and document on one page and can go back to change them. The declaration that the information is true and complete must be ticked.
Step 7. Application sent
Citizen · National e-Services portal
The portal confirms the application with the ministry's reference number (DOC-ACOS/00001/10-21-26 in this run). The fee is due now: it is taken with the application, so the invoice was raised when the application was sent.
Step 8. See that the fee is due
Citizen · National e-Services portal
The application shows "Waiting for your payment" in My Workplace with a Pay button (K200.00). The fee is taken with the application; the invoice was raised on ZamPay.
Step 9. Pay with ZamPay
Citizen · National e-Services portal
Pay opens the invoice (K200.00, the amount set by the platform, never by the page) with its PDF preview; the citizen pays at ZamPay by mobile money or bank card.
Step 10. Payment received
Citizen · National e-Services portal
ZamPay reports the payment; the dialog says "Paid. Thank you" and the application moves on to the ministry's officers.
Step 11. Take the new application on
Case Officer · Back office
The application arrives in the case queue of the ministry that owns the service (Department of Registration and Regulation); only its staff see it. The officer opens it by its reference number - answers, documents and process are on the case - assigns it to themself and takes it on.
Step 12. Fill in the certificate particulars
Case Officer · Back office
The issued document prints 4 fields that come from the office rather than from the application (Position, Res address full, Amalgamated names, Post address full). The officer fills them in on the case's "Certificate particulars" tab before the document is issued (synthetic values in this run) and saves; once the document is issued they can no longer change.
Step 13. Inspect the case by Case Officer
Case Officer · Back office
The Case Officer works on "Inspect the case by Case Officer" (review in the imported process), checks the application and its documents, and completes the step.
Step 14. Inspect the case by Supervisor
Supervisor · Back office
The Supervisor works on "Inspect the case by Supervisor" (review in the imported process), checks the application and its documents, and completes the step.
Step 15. Decide: Review, Inspect, e-Sign Executive
Executive · Back office
At "Review, Inspect, e-Sign Executive" the Executive records the decision: approve, with a comment kept in the case history. Approving moves the case on; the last decision completes it and issues the document.
Step 16. The document in My permits
Citizen · National e-Services portal
The issued document (DOC-ACOS-2026-00001 in this run: "Certificate of Amalgamation") is listed in "My permits and licences" with its validity and a download of the sealed PDF.
Step 17. Verify the document
Anyone (public) · Public verification page
The QR code on the document opens the public verification page: genuine and current, to whom it was issued, and whether the electronic seal is valid. No sign-in is needed.
3. Payment
| Item | In the test run |
|---|---|
| Fee (as published) | Amalgamation of a co-operative society - 200 ZMW; |
| Invoice 1 | 9536397903919128 |
| Amount 1 | ZMW 200.00 |
| Paid at 1 | with the application |
On screen: step 8 (See that the fee is due), step 9 (Pay with ZamPay), step 10 (Payment received) in section 2.
4. Output documents
Certificate of Amalgamation (sealed PDF)
Issued when the case was approved, from the service's output configuration (service template DOC_AmalgamationSocieties.Certificate.docx), filled from the application and the decision, sealed with the platform's electronic seal and stored as the issued version. The holder downloads it from My permits; the verification page checks it.
The issued PDF has 1 page; the image shows the first.
Fields
| Field | Value in the test run |
|---|---|
| Document title | Certificate of Amalgamation |
| Permit / licence number | DOC-ACOS-2026-00001 |
| Holder | Chanda Mwila |
| Valid from | 2026-10-21 |
| Valid until | |
| Status | active |
| Verification code (printed with a QR code) | N2J2-62LZ-HM |
Seal
| Item | Detail |
|---|---|
| Seal status | sealed |
| Signature level | PAdES-B-T |
| Sealed by | the platform seal (development key in the test run) |
| Signed at | 2026-10-21T06:42:27.579Z |
| Trusted time-stamp | 2026-10-21T06:42:27.558Z (time-stamping authority) |
| Document fingerprint (SHA-256) | 003dd0fd19f6ea0e... |
Verification
| Item | Detail |
|---|---|
| Where | The public verification page of the national portal, <portal>/verify/<verification code>, opened by scanning the QR code on the document. |
| What it shows | Whether the document is genuine and current, its holder and validity, and whether the electronic seal is valid and who sealed it. |
| Checking a copy | Anyone can upload a PDF they were given; the page says whether it is exactly the document that was issued. A changed copy is reported as not matching. |
On screen: step 16 (The document in My permits), step 17 (Verify the document) in section 2.
5. Notifications
| When | Channel | To | Message | Delivery |
|---|---|---|---|---|
| Payment due (invoice raised) | in-app (portal bell) | the applicant | Payment due for application DOC-ACOS/00001/10-21-26 - The fee of ZMW 200.00 for Amalgamation of Co-operative Societies (DOC-ACOS/00001/10-21-26) is now due. Invoice 9536397903919128. | shown |
| Application received | in-app (portal bell) | the applicant | Application DOC-ACOS/00001/10-21-26 received - Your application DOC-ACOS/00001/10-21-26 for Amalgamation of Co-operative Societies has been received by Department of Registration and Regulation. | shown |
| Payment received | in-app (portal bell) | the applicant | Payment received for DOC-ACOS/00001/10-21-26 - Your payment of ZMW 200.00 for DOC-ACOS/00001/10-21-26 (Amalgamation of Co-operative Societies) has been received. Receipt: <ZamPay>/pdf?documentType=receipt&invoiceNumber=9536397903919128 | shown |
| Decision: approved | in-app (portal bell) | the applicant | Application DOC-ACOS/00001/10-21-26 completed - DOC-ACOS/00001/10-21-26 (Amalgamation of Co-operative Societies) is complete. Your documents are ready. | shown |
| Licence / permit issued | in-app (portal bell) | the applicant | Your Amalgamation of Co-operative Societies document has been issued - DOC-ACOS-2026-00001 has been issued for Amalgamation of Co-operative Societies. | shown |
| Invitation to rate the service | in-app (portal bell) | the applicant | How was Amalgamation of Co-operative Societies? - How was Amalgamation of Co-operative Societies? Tell us in about a minute. | shown |
| Payment due (invoice raised) | sms | +260 97* *** 567 | Fee of ZMW 200.00 due for DOC-ACOS/00001/10-21-26. Invoice 9536397903919128. Pay: <ZamPay>/pay-for-service/get-invoice/9536397903919128 | delivered |
| Payment due (invoice raised) | e2e.c***@example.test | Payment due for application DOC-ACOS/00001/10-21-26 | skipped | |
| Application received | sms | +260 97* *** 567 | Application DOC-ACOS/00001/10-21-26 for Amalgamation of Co-operative Societies has been received. Track it: <portal>/my-workplace | delivered |
| Application received | e2e.c***@example.test | Application DOC-ACOS/00001/10-21-26 received | skipped | |
| Payment received | sms | +260 97* *** 567 | delivered | |
| Invitation to rate the service | sms | +260 97* *** 567 | skipped | |
| Invitation to rate the service | e2e.c***@example.test | How was Amalgamation of Co-operative Societies? | skipped | |
| Licence / permit issued | sms | +260 97* *** 567 | delivered | |
| Decision: approved | sms | +260 97* *** 567 | delivered | |
| Licence / permit issued | e2e.c***@example.test | Your Amalgamation of Co-operative Societies document has been issued | skipped | |
| Decision: approved | e2e.c***@example.test | Application DOC-ACOS/00001/10-21-26 completed | skipped |
Delivery: shown = in the portal's notification bell; delivered = the SMS gateway (a test double in this run) reported the text delivered; skipped = not sent on that channel (e-mail is not configured on the test installation, and some notices go out on one channel only); sent by the national portal = a ministry node handed the notice to the national portal, which texts and e-mails the citizen under its own name and the citizen's preferences. Addresses written <portal>, <ZamPay> stand for the national portal and ZamPay.
6. Legacy mapping
| Item | Detail |
|---|---|
| Replaces | Amalgamation of Co-operative Societies in the legacy ZIGS e-Services directory (ZIGS_Services) |
| Legacy service id | 326 |
| Legacy provider | Department of Registration and Regulation (DOC) under Ministry of Small and Medium Enterprise Development |
| Legacy process | Standard.Review_3Step (process 103) |
| Fee in the legacy system | Amalgamation of a co-operative society: ZMW 200 (New) |
| Fee taken before submission | yes (as in ZIGS) |
| Time to issue (legacy) | New: 30 working days |
| Legacy output templates | Notice Of Action: ZIGS_Forms_Notices / GS-2.NoticeOfAction Application form: ZIGS_Forms_DOC / DOC_AmalgamationSocieties.Application Certificate of Amalgamation: ZIGS_Forms_DOC / DOC_AmalgamationSocieties.Certificate GF-1 Treasury Invoice: ZIGS_CustomForms / GF-1 Invoice GF-2 Treasury Receipt: ZIGS_CustomForms / GF-2 Receipt |
| Legacy address | https://cooperatives.gsb.gov.zm |
| How it was brought over | Imported by the platform's legacy catalogue importer (zcm-backend scripts/zigs/importLegacy.js) from the ZIGS snapshot: form, case types, fees, documents, process and output templates, then served by the new platform. |
7. Version and date
| Item | Detail |
|---|---|
| Document version | service v1, platform a0a302b8 |
| Generated | 2026-10-21T06:42:39Z (by the end-to-end run, not edited by hand) |
| Service version | not versioned (configured directly) |
| Platform snapshot | backend a0a302b8 portal 72805f0 back office 58e5946 |
| Test suite | e2e 5999d9b; one installation (combined); seed profile mihud |
| Journeys | 30-catalogue-service.spec.js: citizen finds the service, answers its form, uploads its documents and sends the application - passed 30-catalogue-service.spec.js: the case goes through every step of its process: payments by the citizen, each officer step by its role - passed 30-catalogue-service.spec.js: the grant document is issued, sealed, filled in and verifiable; the citizen has it in My permits - passed |
| Result | 3 of 3 journey tests passed |
| Data | Synthetic test data on a local test installation; provider test doubles for ZamPass, ZamPay, SMS and signing. |