PORTFOLIO SERVICES CORPORATE ACTIONS GUIDE

Transcription

1 PORTFOLIO SERVICES CORPORATE ACTIONS GUIDE PORTFOLIO SERVICES CORPORATE ACTIONS GUIDE

2 TABLE OF CONTENTS 01 Introduction How to Get to the Entitlement & Client Lists Entitlement Lists Detailed Description Offer Document Conditions of Use Default Selection Entitlements Validation Un-Actioned Entitlements by Client Corporate Actions Corporate Action Client Search Corporate Actions by Client Corporate Action Selection Corporate Actions Reports Response Summary Report How to Run the Response Summary Report Response Summary by Client Report How to Run the Response Summary by Client Report Sample Response Summary Report Sample Response Summary by Client Report Important Points of 22

3 01. INTRODUCTION This User Guide provides an overview of Corporate Action Online functionality provided by Portfolio Services. Corporate Actions Online allows Advisers to receive information regarding upcoming Corporate Actions and lodge their clients participation elections online using individual and default methods. In addition, responses can be saved using the Corporate Actions Response Summary report provided. Corporate Actions online functionality is designed to assist Advisers and their Assistants with administration tasks associated with managing their client s investment portfolios. Benefits Easy to use All active Corporate Actions impacting your clients are available at a glance! Your Assistant has access to administer your Corporate Actions Enter your response ad hoc no need to collate all responses We ll you notifying when a Corporate Action requires your attention and we ll remind you if no action has been taken prior to the respond by date. Default responses can be applied across all clients with the ability to vary individual client responses from the default you ve applied. Our validation helps you to enter correct responses. Initial Public Offering information is provided Cash balances are displayed so that you know at a glance the client s available funds. A quick link to un-actioned responses means you don t have to waste time looking through previous nominations. Corporate actions are grouped by client. Search for individual clients then accept or decline corporate actions and IPOs for each client. The Response Summary report can be run for individual clients. All corporate action participation within a date range can be viewed in one report for a single client. You can save the responses made for each Corporate Action into.csv format for your records. 3 of 22

4 02. HOW TO GET TO THE ENTITLEMENT & CLIENT LISTS Log into the website and click My Clients > Portfolio Services > View Portfolio Services from the top navigation menu item. To log into the Portfolio Services website click Launch and a new window will open. From the Corporate Actions menu, select either Entitlement Lists or Entitled Clients: 4 of 22

5 03. ENTITLEMENT LISTS Corporate Actions Selecting the Entitlement Lists from the menu shows all Corporate Actions that are currently open, and those that have recently closed. Corporate Actions and Initial Public Offerings appear under separate headings so that regular Corporate Actions can easily be identified The Security Code under the Stock heading is a link to a more detailed description including the rules of the Corporate Action The Entitlements and Un-actioned links provides a client tally indicator From this page you can easily navigate to other Corporate Action online functions There is a link to the Conditions of Use for Corporate Actions from this page 5 of 22

6 04. DETAILED DESCRIPTION On the main page, the ASX code under the Stock heading is a link to the detailed description of the Corporate Action. This can also be accessed via a link in the Default, Entitlements, and Un-actioned screens. This screen contains further information about the Corporate Action, along with any rules, minimums and maximums etc. 6 of 22

7 05. OFFER DOCUMENT Click on this link to be taken to the offer document for each Corporate Action. 7 of 22

8 06. CONDITIONS OF USE The first time you enter a Corporate Action from the Default or Entitlements screen, or an IPO from the Applications link, you will be required to accept the Conditions of Use before you can proceed. Accepting the Conditions of Use does not mean you have sent through a response to the Corporate Action or IPO. 8 of 22

9 07. DEFAULT SELECTION Once the Conditions of Use have been accepted, you will be directed to the Default page. This function allows Advisers to nominate one default selection for all clients. Click on the link to Instructions for Completing Your Default Selection for further information. Once a default selection has been made, if you would like to vary the default response for any individual accounts, this can be completed in the Entitlements screen. Only clients that pass the required validation will be accepted as part of the default selection. A message will display advising of the individual account numbers that have been accepted and error messages for those that have not. If you have already entered some individual responses, and then enter a default selection, only the clients that have not had a previous response will be changed to the default. 9 of 22

10 08. ENTITLEMENTS Once the Conditions of Use have been accepted, you will be directed to the Entitlements page. This screen shows all clients that are entitled to the Corporate Action. If a response has already been made for a particular client it will be shown here. Instructions for completing your selection will appear in the top section of the entitlements screen. A link to a detailed description of the Corporate Action also appears in this section If there is insufficient cash in a client s account, the request may be accepted, however you must ensure that there is enough cash in the account by the due date You must press Submit for your request to be accepted. All selections that are valid at the time Submit, Submit and Next or Submit and Previous are used will be accepted. Invalid selections will not. Where there are multiple pages of clients, if you enter responses and move to the next or previous page without submitting, your request will not be accepted. 10 of 22

11 09. VALIDATION If an invalid selection is made, the system will inform you that the requirements of the Corporate Action have not been met and an error message will appear at the top of the page. Validation issues are separated into warnings and errors. If a selection contains an error, the message will be preceded with Error followed by a description of the error e.g: Error - The selection for account number is invalid: the units/cash entered is not a multiple of the number of units/cash specified for this option. Selections containing errors will not be processed If the validation issue results in a warning, the message will be preceded with Warning followed by a description of the warning e.g: Warning there is insufficient cash in the CMT account for account number to process the request. Your request has been accepted however please ensure there is sufficient cash in the account by the due date. 11 of 22

12 Selections containing warnings will be processed Invalid responses can be reviewed and re-entered Once a valid response has been submitted, an acceptance message will display stating: Your request has been accepted for account This acceptance message will display for each account where a successful selection is made. Where a selection is made with errors the page will re-display with the error messages listed, together with any acceptance messages as appropriate. Where a selection is made with warnings using Submit (and no errors), the current page will be re-displayed listing the warning messages. Where a selection is made with warnings using Submit and Next, or Submit and Previous, the current page will re-display with a message stating Please review the warning messages before moving to the next/previous page by using the Next/Previous button. Any acceptance messages will be listed at the same time. 12 of 22

13 10. UN-ACTIONED Any clients for whom a response has not yet been entered for the Corporate Action will appear in this screen. Responses can also be entered into this screen, you do not have to return to the Entitlements page. 13 of 22

14 11. ENTITLEMENTS BY CLIENT Corporate Actions To access corporate action entitlements for individual clients; from the Corporate Actions Menu, select Entitled Clients. You will be directed to the Client Search page to locate an individual client. 14 of 22

15 12. CORPORATE ACTION CLIENT SEARCH To search for an individual client, enter either an Account Number or an Account Name then click Search. The Client Search will accept both numerical and text data. If a number is entered, the Client Search will search for the Account Number. If a text string is entered the Client Search will search for the Account Name. The Client Search will also search for part numbers and part text strings i.e. if 123 is entered, and John Smith 123 will be returned in the search results. The Client Search can be used with a minimum of 2 characters. 15 of 22

16 13. CORPORATE ACTIONS BY CLIENT Once a client is found, click on the Corporate Actions hyperlink to view all corporate action entitlements attributed to that client. To make a corporate action selection on behalf of the client you have selected, click on the Application hyperlink. 16 of 22

17 14. CORPORATE ACTION SELECTION After accepting the Conditions of Use for the first time, you will be directed to the Client Selection page to nominate a selection for your client. 17 of 22

18 15. CORPORATE ACTIONS REPORTS Response Summary Report Responses for each Corporate Action can be saved in Excel format using Corporate Action reports. From the main menu select: Reports > Response Summary Report How to Run the Response Summary Report Enter a date range which includes the Respond By date of the Corporate Action. Alternatively use the default period which includes any Corporate Actions with a Respond By date in this range. The default End Date is today s date and the default Start Date is 7 days prior to the current date. The Respond By date can be found on the main Corporate Actions page. Select Search. From the drop down list, select the Corporate Action that you would like to run a report for. If the Corporate Action you require does not appear, check that the Respond By date falls into the range entered. If you have more than one Adviser code under your login, you may refine your search by deselecting codes using the Control key and left mouse click. Otherwise the system default is to select all adviser codes linked to the login. Once the Corporate Action is selected, press the download button. You will be prompted to open or save the file in.csv format. This can be viewed or saved to your directory as required. 18 of 22

19 Response Summary by Client Report Run a response summary report for a single client. From the main menu select: Reports > Response Summary by Client Report Once again you will be directed to the Client Search page to locate an individual client. 19 of 22

20 Once a client is found, click on the Report hyperlink to run a response summary report for that single client. How to Run the Response Summary by Client Report To refine the search criteria for the client further, enter a Date Range which includes the Respond By date of the Corporate Action, enter a Stock Code and select a report Display option then click Download. Entering a value in the Stock Code field is not required. If you choose not to enter a value in this field the report will return all corporate actions for that client within the date range entered. The report Display options include; Show actioned, Show un-actioned and Show all. After clicking Download, you will be prompted to open or save the file in.csv format. This can be viewed or saved to your directory as required. 20 of 22

21 Sample Response Summary Report Sample Response Summary by Client Report 21 of 22

22 Important Points Reports can be run for both open and closed Corporate Actions/IPOs; Once a response has been made, you can run either report and the acceptance will appear straight away; Response Summary reports can be run and re-run any number of times for a Corporate Action to collect all responses made; The report will show all clients that were entitled to participate in the Corporate Action or IPO. Therefore you can see on one page the clients with and without responses made; and The Total Cost of Application will be calculated and appear in reports where accepting the Corporate Action results in a purchase of units The information in this document has been prepared by CommSec Adviser Services. CommSec Adviser Services is a brand of Commonwealth Bank of Australia (CBA) ABN AFSL and Australian credit licence Portfolio Services under the CommSec Adviser Services brand is provided by Australian Investment Exchange Ltd (AUSIEX) ABN AFSL No , a Participant of the ASX Group and Chi-X Australia. AUSIEX is a wholly owned but non-guaranteed subsidiary of CBA. All rights reserved. This document is copyright. No part of it may in any form or by any means be reproduced, stored in a retrieval system or transmitted without prior written permission of Australian Investment Exchange Limited. 22 of 22