ALERT SETTLEMENT INSTRUCTION (SI) SCAN UPLOAD GUIDE FEBRUARY 27, 2018

Transcription

1 ALERT SETTLEMENT INSTRUCTION (SI) SCAN UPLOAD GUIDE FEBRUARY 27, 2018

2 Copyright 2018 DTCC. All rights reserved. This work (including, without limitation, all text, images, logos, compilation and design) is proprietary and protected by copyright, and is for the exclusive use of users authorized by DTCC. If this work is received from DTCC in any electronic medium, authorized users of this work are granted a limited, non-exclusive, nontransferable, non-sublicensable and freely revocable license to make reproductions and transmissions necessary for downloading and storage of this work on the users' computers and to print one or more paper copies from the electronic version for their own use. Other than to this limited extent, no part of this work (including any paper copies thereof or print versions thereof) may be printed, copied, altered, modified, posted, reproduced, displayed, published, sold, licensed, used or distributed (including by transmission) in any form or by any means, or stored in any information storage and retrieval system, without DTCC's prior written permission. All product or service names are the property of their respective owners. The services described herein are provided under the DTCC brand name by certain affiliates of The Depository Trust & Clearing Corporation ( DTCC ). DTCC itself does not provide such services. Each of these affiliates is a separate legal entity, subject to the laws and regulations of the particular country or countries in which such entity operates. Please see for more information on DTCC, its affiliates and the services they offer. Publication Code: AL423 Service: ALERT Title: Settlement Instruction (SI) Scan Upload Guide

3 TABLE OF CONTENTS Preface 4 Audience 4 Related Documents and Training 4 Questions? 4 1. Introduction 5 Overview 5 Validation 6 Upload Validation 6 File format 6 Rules 6 Submission Validation 7 System Requirements 7 2. Creating a file for settlement instruction scan upload 8 Overview 8 Downloading Settlement Instruction Scans 8 File Format Guidelines 10 Validation Rules 11 Field Formats Uploading and submitting a file 13 Introduction 13 Uploading and Validating a File 13 Reviewing and Submitting the Uploaded Data 14 Viewing Recent Uploads 16 A. Microsoft Excel notes 19

4 PREFACE This document describes how to upload Settlement Instruction (SI) Scan files to the ALERT platform. SI Scan file upload does not require any additional subscriptions other than a basic subscription to the ALERT platform. By default, the ALERT platform users have the ability to upload corrected, invalid Model and/or Account Settlement Instruction data from Settlement Instruction Scan (SI Scan). Audience This document is for users who are responsible for updating invalid settlement instructions. Related Documents and Training For related documents and videos, and all documents referenced in this document, go to the Learning Center. Questions? The DTCC Client Center provides general assistance and technical help. Visit to: Enter a service request or check Search the knowledge base Obtain contact information Preface 4

5 1. INTRODUCTION Overview Settlement Instruction (SI) Scan upload enables investment managers, investment manager outsourcers, global custodians, and broker/dealers to easily correct and upload multiple invalid settlement instruction data in a Microsoft Excel file. The ability to upload multiple corrected settlement instruction data improves the data maintenance process. Figure 1.1 SI Scan - Investment Managers Figure 1.2 SI Scan - Broker/Dealers Overview 5

6 Figure 1.3 SI Scan - Global Custodians You can upload the following data to the ALERT platform with Settlement Instruction Scan upload: model standing settlement instructions account-specific standing settlement instructions As you upload data and submit it to the database, the ALERT platform validates all newly entered settlement instructions against a set of validation rules. After successful import of the data into the database, the ALERT platform generates alerts notifying the appropriate parties about the changes. Validation Validation occurs when uploading and submitting data to the database. The ALERT platform performs two validations: the first, during file upload and the second, as the records are during import of records to the database. Upload Validation During file upload, the ALERT platform validates the file format and performs a rules validation. File format First, the ALERT platform validates the file format. It checks the file size, headers, number of columns, and data in the file. Note If the initial validation fails, the file upload fails and the ALERT platform displays the errors. The ALERT platform can display up to 300 line-specific errors. Rules After passing the initial file format validation, all fields in the records undergo a rules validation. There are three types of validation rules: Business rules. A business rule states whether a field is mandatory or not allowed and, if so, the conditions (if any) under which this occurs. For example, Overview 6

7 o o If Local Agent BIC and Sub Agent Name 1 are empty, Depository (ID 1) is mandatory. If Corresp BIC has a value and Relationship = C, Corresp Security A/C # is not allowed. Syntax rules. Syntax rules validate the format of a field value; that is, they ensure that details, such as data type and field length, are correct. For example, the ALERT platform validates a settlement instruction field that includes the Euroclear #. Validation checks the field value to ensure that it is all digits and no more than five characters. If the field value meets these specifications, it passes syntax validation Semantic rules. Semantic rules determine if field values are valid. For example, the ALERT platform validates a settlement instruction field that requires a BIC. Validation checks the field value against the current BIC table to ensure that it exists in the table. If a data value does not pass validation, the ALERT platform allows you to download a file that contains all validation errors after submitting the upload for validation. It is not necessary to correct errors before you submit the file to the database. If you do not correct the errors, the records that contain errors are not included in the upload, and the upload includes only valid items. After submitting the upload file, the ALERT platform places any items not included in the upload to an Excel file that you can download for later use. For more information on the rules, see the ALERT platform online help. Figure 1.4 Upload error Submission Validation After you submit the data to the database, the ALERT platform compares the settlement instructions/model information in the database to the data you submitted. If the settlement instructions or model record changed in the database after you submitted it, but before import to the database, the record is not included in the import. In addition, the other fields undergo a second rules validation during submission to the database. If Model Settlement Instruction information passes validation but changes after you submit them, the data in the submitted file overwrites the changes. System Requirements To upload files to the ALERT platform's web interface you need a workstation with Microsoft Internet Explorer 8.0 or higher. DTCC recommends that you use Microsoft Windows XP instead of Windows Windows 2000 truncates some of the text in drop-down lists. Overview 7

8 2. CREATING A FILE FOR SETTLEMENT INSTRUCTION SCAN UPLOAD Overview To download a file that you can upload to the ALERT platform, you must use Microsoft Excel and save the file as an.xls or.xlsx file. Be aware of the issues and workarounds described in Microsoft Excel notes on page 19. The files must conform to the file format guidelines and validation rules so that you upload error-free files. For more information on the file format guidelines, see File Format Guidelines on page 10. For more information on validation and validation rules, see Validation on page 6. Downloading Settlement Instruction Scans A settlement instruction becomes on the ALERT platform when it fails one of the validation rules. The ALERT platform scans settlement instructions for fields failing validation rules and displays summary totals on the Home page. The type of invalid settlement instruction information you see is based on your user role: Investments managers see category totals for their own active account settlement instructions and their own models. Global custodians see totals for their active models and active settlement instructions for investment managers to whom they have access. Broker dealers see a total for their active models. Creating a file for settlement instruction scan upload 8

9 To download invalid settlement instructions, save to a report, amend, and upload: 1. To access the failing invalid instructions on the Utilities tab, click the hyperlink total on the Home page. Figure 2.1 Invalid Instructions - Investment Managers Figure 2.2 Invalid Instructions - Broker/Dealers Figure 2.3 Invalid Instructions - Global Custodians. Note Alternatively, select the appropriate SI Scan page on the Utilities tab. 2. On the Utilities tab, click Save to Excel. 3. Enter a unique report name on the dialog that appears and click OK. Figure 2.4 Save Report to Excel. Creating a file for settlement instruction scan upload 9

10 4. Retrieve the report on the Utilities > Reports Run page. Figure 2.5 Retrieve Report. 5. Amend the invalid settlement instruction on the Excel spreadsheet. 6. Add U to the Action field for each data row containing a RefID. 7. Delete all rows containing the SI Scan error messages (otherwise, the upload file cannot pass file format validation). 8. Upload the spreadsheet to the ALERT platform. For more information, see Uploading and submitting a file on page 13. Note Investment managers receive a validation error if they attempt to upload a modification to an invalid GC Direct settlement instruction. Investment managers are unable to modify global custodian owned fields in their settlement instructions. Investment managers should forward the failing settlement instruction information to the global custodian, so that they can make the modification electronically. File Format Guidelines The file that you upload must conform to the following formatting guidelines: All upload files must be in the Microsoft.xls or.xlsx format. The file must include all columns for the file type, whether or not you populate data in them. If a required field in an uploaded file is blank, you receive an error. If a non-required field is blank and you are updating an existing record, the value in the existing record is deleted. See the templates or the Field formats section of the Upload Guide and ALERT Plus for Investment Managers document for a complete list of fields in each file type. The file must include headers that match the headers in the template and be in the same order as in the Field Formats table. Headers appear in the first line of data. Each subsequent line is a row of data. Creating a file for settlement instruction scan upload 10

11 Caution Do not perform the following actions as they will result in upload failures: Modify headers Delete columns Edit or delete the value in the SellSideLEIdentifier field The record limit for the Settlement Instruction Scan template is 2000 entries. Do not use the Excel Insert/Symbols command to add special characters into the file. Delete any blank data rows from between populated data rows. This includes deleting all rows containing the SI Scan error messages. If you do not delete blank rows, the upload file cannot pass file format validation. Delete any special characters (see Table 2.1) from the Excel AutoCorrect options to eliminate the possible insertion of these symbols and characters into the file. Table 2.1 Autocorrection Details Autocorrection Character Copyright symbol Autorrection Symbols and Characters Registered trademark Validation Rules Trademark symbol Ellipsis Upload files must also conform to the set of business, syntax, and semantic validation discussed the online help. If fields fail the rules validation, the ALERT platform returns errors against them. For information on the rules, see the Settlement Instruction and Validation Rules section in the online help. Field Formats For information on the fields you can upload, which fields you must populate, and an example of the file, see Table 3.1 on page 15 and Table 3.2 on page 16. Fields of note: Acronym/AccessCode and Acronym/ModelOwner/ModelName o Each record must contain either Acronym and AccessCode or Acronym, ModelOwner and ModelName. o Account-level settlement instructions attached to an account require Acronym and AccessCode. o Model-level instructions, which are not attached to an account, require Acronym, ModelOwner and ModelName. Acronym and ModelOwner have the same value. Action and Status The Action field indicates you are updating an existing entry (U). Only uppercase values are valid. You can update an entry after running a settlement instruction scan report from the Reporting section of the application and modifying the report thatthe ALERT platform generated. RefID and Status Creating a file for settlement instruction scan upload 11

12 The settlement instruction scan report contains two system-generated columns, RefID and Status. The system-generated data from each column should be in the upload file. The processing time for multiple records will significantly decrease if the RefID is present when uploading the file. Status is ignored by the ALERT platform and can remain in the file. Creating a file for settlement instruction scan upload 12

13 3. UPLOADING AND SUBMITTING A FILE Introduction After update a file, you can upload it to the ALERT platform. After you upload and validate the file, you can review it and submit the data. Uploading and Validating a File Use the following procedure to upload and validate a file. Note For data going through the Data Authentication (DA) process, you must have the appropriate DA Create permissions to upload and submit a file. To upload a file: 1. Log onto the ALERT platform's web interface. 2. Select Uploads from the Utilities menu. The Search and Maintain Upload Files page opens. Figure 3.1 Search and Maintain Upload Files 3. Click Upload New File. Uploading and submitting a file 13

14 4. Enter the name of the file in the File Name field, or click Browse to locate the file. Figure 3.2 Validate New File Dialog The file can contain revised data for upload to the ALERT platform. The file must conform to the file format and data dependency rules. 5. Select from among the data types: Account Settlement Instructions Model Settlement Instructions 6. (Optional) Select a category option, which provides another way of sorting data in lists. Options include: None New, and enter a name for the new category Existing, and select an existing category 7. Click Validate. The ALERT platform validates the file format and performs a rules validation. If the file passes the format validation, the Upload grid updates and displays the new file (after a manual refresh). 8. Review the upload: To review uploaded data, click the link in the File Name column. To review validation errors, click the link in the Validation/Submission Errors column. Reviewing and Submitting the Uploaded Data After you validate a file, all records that passed or failed the rules validation are listed in a system-generated file. Click the link in the Validation/Submission Errors column. Only records that passed the rules validation are submitted. To review and submit the uploaded data: 1. Follow the instructions to upload a file, as described in the previous section. 2. Click the link in the Validation/Submission Errors column to access the system-created file and review the records. 3. If the validation file contains any records that failed validation, you can: View the errors. Edit the original file to correct the failed records, create a file with the passed and corrected records, and upload the file again. Alternatively, you can submit the passed records, and then edit the original file to: Correct the failed records Create a file with the corrected records only Upload the file If some records failed: 1. In Excel, click File > Save As. 2. Select a location in which to save the file. Uploading and submitting a file 14

15 3. Open the file and view the errors for each row or cell. Line items that fail validation contain the word "Fail" in the Status column. Validation errors appear below the corresponding invalid row and cell. The row that contains the validation is colored blue. Table 3.1 General account upload file with validation errors RefID Status Action Acronym AccessCode OmniAccessCode FundISIN Success N Example Test1 Success N Example Test2 Fail N Example Test6 Error: Access code already exists If you choose to review and correct the validation errors, follow the steps above to validate the corrected file again. 4. After validating the file, select the check box on the row that you want to submit for upload, and click Submit. The ALERT platform displays a message telling you that the data has been submitted. You receive an with an estimate of the processing time and Ref ID. After the submission process is complete, you receive another . After data submission, you cannot cancel the process. The status of the file you uploaded is visible in the Upload grid. If the ALERT platform requires Data Authentication, it sends the data through the Data Authentication process. You receive an when the process is complete After the data is imported into the database, alerts are generated notifying the appropriate parties about the changes. Uploading and submitting a file 15

16 Viewing Recent Uploads Use the Search and Maintain Upload Files page to view the files you uploaded and submitted to the ALERT platform. Figure 3.3 Recent Uploads. Table 3.2 lists the file status. Table 3.2 Files Status and Description Filter Association Status (apply the color on the grid) Description In Progress Validating... Indicates that validation is in process. File name column will be populated with a hyperlink to a copy of the original file. Submitting... Indicates that the file is currently being uploaded. File name column will be populated with a hyperlink to a copy of the original file Uploading and submitting a file 16

17 Table 3.2 Files Status and Description (continued) Filter Association Failed/Partial Status (apply the color on the grid) Validated with Errors, Ready to Submit Partial, submitted with Errors Failed, Rejected during Data Authentication Failed to connect to Alert database, please try again Validation Complete, Ready to Submit Submission Pending Data Authentication Description Indicates that the validation process is complete and the user can review the validation errors in the output file created in the Validation/Submission Errors column. File Name and Validation/Submission Errors columns will be populated with a hyperlink to a copy of the original file and a hyperlink to the error file Indicates that the upload process is complete and the user can review the upload errors in the output file created in the Validation/Submission Errors column. File Name and Validation/Submission Errors columns will be populated with a hyperlink to a copy of the original file and a hyperlink to the error file. The upload was rejected while in the Data Authentication queues. File Name and Validation/Submission Errors columns will be populated with a hyperlink to a copy of the original file and a hyperlink to the error file. Occurs if there is an issue connecting to the database. File Name and Validation/Submission Errors columns will be populated with a hyperlink to a copy of the original file and a hyperlink to the error file Validation has completed without any errors. Awaiting user action before Uploading. File Name and Validation/Submission Errors columns will be populated with a hyperlink to a copy of the original file and a hyperlink to the error file. The upload has been submitted to the Data Authentication Approver queue and is pending DA. File Name and Validation/Submission Errors columns will be populated with a hyperlink to a copy of the original file and a hyperlink to the error file. Complete Complete Indicates that the file has been uploaded. File name column will be populated with a hyperlink to a copy of the original file. Uploading and submitting a file 17

18 To view files you submitted to the ALERT platform: 1. Open the Uploads page. 2. Review the list of files. The page displays the files that were submitted in the last 30 days. Each file is identified by: Category Data Type Date/Time Created Date/Time Submitted File Name Status Upload ID Validation/Submission Errors 3. To view the details of the original file, click the hyperlink in the File Name column. 4. To view the details of the post validation file and to determine how many records failed in the file, click on the hyperlink in the Validation/Submission Errors column. Uploading and submitting a file 18

19 A. MICROSOFT EXCEL NOTES When working with Microsoft Excel, keep the following information in mind: Creating a file for upload When using Excel to update an.xls or.xlsx file for upload to the ALERT platform, be aware of the file format guidelines and validation rules so that you upload error-free files. For more information, see the File Format Guidelines on page 10 and Validation on page 6. Avoiding special and autocorrect characters Do not use the Insert/Symbols command to insert special characters into the file. Also, ensure that you delete the characters in Table A.1 from any autocorrect options in use. Table A.1 Special and Autocorrect Characters Character (c) (r) TM Changes to Ellipsis Copyright symbol Registered trademark Trademark symbol Using a mandatory field as the last field in a row Files that you upload to the ALERT platform must include all fields for each file type, whether populated or not. Otherwise, you get an error. Note Headers are required to upload a file. The columns must appear in the order shown in the templates. For more information, see File Format Guidelines on page 10. Microsoft Excel notes 19

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