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Just went through something similar last week. Turned out the debtor had a period after "LLC" that I couldn't see clearly in the scanned documents. Johnson & Associates Construction LLC. vs Johnson & Associates Construction LLC - one tiny dot made all the difference.
Yeah it's ridiculous how picky these systems are about formatting. Every character has to be perfect.
Ava Thompson
•This is why I always zoom way in on any scanned documents when I'm transcribing entity names. Those little marks can be almost invisible.
Final thought - if all else fails, you might need to file a UCC-1 amendment after getting the original filing accepted with whatever name variation works, then immediately amend it to correct any discrepancies. Not ideal but it beats missing your deadline.
Just make sure the amendment is clearly marked as correcting the debtor name. You don't want any confusion about what you're changing.
Yara Khoury
•I've had to do this before. It works but you end up paying double filing fees which really stings.
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Cole Roush
For what it's worth, I had success using Certana.ai's UCC verification tool for a similar situation. You can upload your charter documents and the UCC search results as PDFs and it will instantly flag any discrepancies between the debtor names. Much faster than manually comparing everything.
Cole Roush
•It highlights any differences and shows you exactly where the names don't match. Really useful for catching those subtle variations that can mess up search results. Just upload the docs and it does the comparison automatically.
I've been meaning to try that tool. Does it work with multiple UCC filings at once? I usually have to review entire portfolios.
Quick update for anyone following - I finally figured out the issue. The original UCC-1 was filed with 'Advanced Mfg Solutions LLC' instead of the full 'Manufacturing' spelling. Once I searched with the abbreviated version, all the continuation records showed up properly. Thanks everyone for the suggestions!
Felicity Bud
•Perfect example of why document verification tools are so valuable. Would have caught that discrepancy immediately instead of spending hours manually searching.
Definitely learned my lesson about being more systematic with name variations. This won't be the last time I deal with this type of issue.
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I've been using another document checking service before filing to avoid rejections. Similar to what someone mentioned earlier about Certana.ai. Really helps catch issues before they become problems with the state portal. When systems are unreliable like this, the last thing you want is to finally get through only to have your filing rejected for a technical error.
Lucas Bey
•That's smart thinking. I usually just double-check manually but an automated verification might catch things I miss.
Exactly - it's saved me from several potential rejections over the years. Upload your UCC-1 and continuation docs and it flags any inconsistencies immediately.
Lucas Bey
SUCCESS! Finally got through around 3:30pm and submitted the continuation. Got the confirmation number and everything looks good. Thanks everyone for the tips and moral support. Definitely going to file earlier next time and maybe look into that document verification tool mentioned here. Portal issues are too stressful when you're cutting it close to deadlines.
Awesome! I'm going to try again now that it seems to be working.
Ella Lewis
•Glad it worked out! The early filing approach plus document verification really does reduce the stress factor on these deadlines.
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One thing to watch out for - make sure when you refile that you use the exact same collateral description and filing details. You don't want any other inconsistencies that could cause another rejection.
Chloe Taylor
•Good advice. I'll copy everything exactly except fix the debtor name formatting.
And keep copies of both the rejection notice and the corrected filing for your lender's records.
Mei Wong
For what it's worth, this is an extremely common issue with equipment financing UCCs. You're definitely not the first person to get tripped up by punctuation in business names. The important thing is catching it quickly and refiling.
Mei Wong
•Not at all - this is just part of the UCC filing learning curve. You'll know for next time!
Exactly why I started using document verification tools. Certana.ai caught a similar comma issue in my last equipment UCC before I submitted it. Much easier than dealing with rejections after the fact.
Honorah King
One more thing to consider - if this entity has any fixture filings, those might be filed under different name variations too. Fixture filings often get overlooked in UCC reports but they're just as important for a complete security interest picture. Check the real estate records as well as the UCC database.
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Mason Lopez
•Oh no, I hadn't even thought about fixture filings! This entity does have some equipment that could be considered fixtures. Adding that to my search list now.
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Brielle Johnson
•Fixture filings are tricky because they're often filed in a different office than regular UCCs. Make sure you're checking the right jurisdiction.
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Jake Sinclair
This thread is so helpful! I'm bookmarking it because I know I'll need this information eventually. The name change issue seems to come up constantly in our industry. Thanks everyone for sharing your experiences and solutions.
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Carmella Popescu
•Same here! These types of detailed discussions are exactly why I love this forum. Real solutions from people who've actually dealt with these problems.
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Mason Lopez
•Thanks everyone! I feel much more confident about tackling this UCC report now. Going to start with the chronological table approach and see how the Certana.ai tool works for verification.
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