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© Iress FS Holdings Limited
2014
Charles Stanley e-Services i2 User Guide February 2014
© Iress FS Holdings Limited 2012 Page 2 of 12
CONTENTS
1. Introduction ....................................................................................................... 3
2. Getting Started ................................................................................................... 3
3. Check List ......................................................................................................... 4
4. Charles Stanley Feed Setup .................................................................................... 5
o Configuration Options ....................................................................................... 5
o Choosing the right settings ................................................................................. 7
o External Scheme Names ..................................................................................... 7
o Reference Numbers .......................................................................................... 7
Policies ..................................................................................................... 7
Instruments ................................................................................................ 7
5. Daily Transaction feed .......................................................................................... 8
6. Managing Exceptions ........................................................................................... 10
7. Viewing the Results ............................................................................................. 11
8. Running the Update Regularly ................................................................................ 12
9. Appendix 1 ....................................................................................................... 12
© Iress FS Holdings Limited 2012 Page 3 of 12
1. INTRODUCTION
The purpose of this guide is to outline the setup requirements to enable the use of the Charles
Stanley Transaction Feed within e-Services.
The feed will add Investment and Cash Transactions on a daily basis with Investment and Cash
holding positions used to reconcile against Adviser Office.
Due to the Transactions being an incremental feed, it is imperative that the steps detailed in this guide
are followed in the correct order to ensure the feed delivers accurate information. Failure to do so can
result in the plan values being incorrect. The Stock and Cash position are reconciled each time the
feed runs to show any differences.
The purpose of the feed is to enable the automatic download of transaction information as a sales aid
to allow accurate client reviews and reporting.
Due to the Transaction Feed being an incremental feed, it needs to be run on a daily basis to keep
your database up to date. Failure to do so may result in transactions being missed giving inaccurate
fund holding data.
2. GETTING STARTED
The first and most important step is to ensure that taking the Transaction Feed from Charles Stanley
will offer you the data you require. You can contact Charles Stanley to request the Transaction Feed
is setup for you.
Once you have confirmed your account details with Charles Stanley, the items on the following check
list need to be completed to begin using the feed.
© Iress FS Holdings Limited 2012 Page 4 of 12
3. CHECK LIST
The following actions must be completed before the Charles Stanley Transaction Feed can be setup.
If any of these items are outstanding this will result in a delay in setting up the feed.
Contact Charles Stanley to confirm you wish to use the Transaction Feed and obtain a login account for
this service.
Each new user of Charles Stanley eServices feed will need a new SFTP key-pair generated. Please
contact IRESS Support to generate this key for your firm ([email protected])
Configure the eServices module for Charles Stanley. The setup guide for e-Services can be found under
- http://www.1stextranet.com/Content.aspx?ArtID=984
Check all plans have the option selected ‘track the transaction history for this plan’ , a SQL statement
from Appendix 1 can be used to find plans where is setting is missing and needs to be added.
Complete a backup of the Main1st database before running any SQL statements or running the feed for
the first time.
Configure the eServices feed as detailed in the following steps and run as required
© Iress FS Holdings Limited 2012 Page 5 of 12
4. CHARLES STANLEY FEED SETUP
o Configuration Options
Once eServices has been updated to the latest version, Charles Stanley will appear within the e-Services i2
module.
The Charles Stanley Configuration options are detailed below:
To manually trigger the service, users will simply need to go into the Configuration Screen, set the ‘Next Run’
date to today’s date, the time to when to start, change the ‘status’ to ‘Active’, and select ‘OK’. The service will
then look for the data downloaded from Charles Stanley. To refresh the screen, Right Click and select ‘Refresh’.
Next Run – The Date and Time the feed will run automatically.
Run Now – Select this option to run the feed immediately.
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Run Frequency – the data will be produced by Charles Stanley on a daily basis
Status – Reports the current status of the feed. The default is Suspended.
Service Parameters
Cash: Auto Create - the default value is set to Yes. If set to Yes e-Services will attempt to auto create any Cash
Accounts that do not already exist on Adviser Office; if it set to No, any messages that refer to Cash Accounts
that are not on Adviser Office, will be treated as Exceptions.
Cash: Fee Transactions – When a JOURN (Journal) transaction is shown in the feed, change this to a Fee
where the text specified appears in the description. Comma separated list for multiple options (e.g. Text1, text2,
etc)
Cash: Interaccount Transactions – When a NMTM transaction is shown in the feed, change this to an Inter
Account Transfer where the text specified appears in the description. Comma separated list for multiple options
(e.g. Text1, text2, etc)
Cash: Process Transactions From – The date you wish the feed to add transactions from automatically. Any
transactions on the feed before this date will not be added to Adviser Office. This helps to avoid duplicate entries
when implementing the feed after manually adding the transactions.
Cash: Unsupported Transaction Types – Transaction types listed in this configuration option will appear as
unsupported. Comma separated list for multiple options (e.g. Text1, text2, etc)
Charles Stanley: Port – Port required to access Charles Stanley Service. This will be defaulted to Port 22.
Charles Stanley: URL– Address required to access the Charles Stanley Service. This will be advised by Charles
Stanley on setup.
Charles Stanley: User – User Name required to access the Charles Stanley Service. In order to access the
service you will need the login details provided by Charles Stanley. See contact details for further information.
Data: Download New Files – When set to Yes the data will be downloaded from Charles Stanley site, if set to
No the data is taken from the Local Data Directory
Data: Local Directory – this refers to the location where e-Services should save the Charles Stanley data into.
This location can be on the server or on the user’s PC. 1st recommend that the files are saved to the 1st 32
Directory, so for example, you may set up the following directory: \\Server\1stdir32\CharlesStanley\.
NB: e-Services does not delete the file once it has been downloaded, although logic has been applied to ensure
that the file is not downloaded twice. Therefore it is the responsibility of each Adviser Firm and User to maintain
the contents of this file, for example deleting old files.
Holdings: Process Transactions From –The date you wish the feed to add transactions from automatically.
Any transactions on the feed before this date will not be added to Adviser Office. This helps to avoid duplicate
entries when implementing the feed after manually adding the transactions.
Holdings: Unsupported Transaction Types – Transaction types listed in this configuration option will appear as
unsupported. Comma separated list for multiple options (e.g. Text1, text2, etc)
Instruments: Action – When set to Inactive no changes will be made to Instruments on AO. When set to Active,
Instrument on AO will be updated using the information from Charles Stanley.
Instruments: Auto Create - the default value is set to Yes. If set to Yes e-services will attempt to auto create
any Instruments that do not already exist on Adviser Office; if it set to No, any messages that refer to Instruments
by Sedol code that are not on Adviser Office, will be treated as Exceptions.
© Iress FS Holdings Limited 2012 Page 7 of 12
o Choosing the right settings
e-Services will try and locate existing information on your database before trying to create new records. To avoid
duplicate records amend the options to reflect what data that is missing, e.g. if you do not have any plans setup
under Charles Stanley, enable the option to create plans. If you have some of the plans setup, set this option
initially to False to avoid duplicates.
The Feed will also try and use existing fund holdings records within the Investment History for plans. If you wish
to use this function please make sure that you have the correct SEDOL or ISIN codes setup on your database.
To automatically add these codes to your Unit Price Records please use the Unit Price Linker. Further details can
be found within Adviser Office under Help – Index - Maintaining 1st Services.
o External Scheme Names
In order for e-Services to correctly create Plans, Charles Stanley Schemes must be set up with the correct
External Scheme Names otherwise an exception will be returned.
Please check the Scheme Links as other providers may use the same name.
o Reference Numbers
The 3 letter abbreviation for Charles Stanley is ‘CHS’.
o Policies
We recommend that the Charles Stanley Policy Number is simply added to the Adviser Office Policy Number
field.
The Charles Stanley Policy number will be used to generate the e-Services Ref. Therefore a policy number of
999999, would generate an e-Services Reference of CHS-PLA-999999.
If the policy number is setup on AO correctly, the feed will find the policy automatically.
Should this need to be linked it can be associated to the relevant policy when viewing the exceptions.
Alternatively this reference could be entered in the Third Party References field as an e-Services third party
reference in Plan Review.
o Instruments
The Charles Stanley feed uses SEDOL codes to identify Unit Price records. These are available via the Financial
Express data feed when creating new Unit Price records.
If these codes are missing but you have ISIN, MEX, EPIC or CITI codes, they can be added using the Unit Price
Linker.
Further details can be found within Adviser Office under Help – Index - Maintaining 1st Services.
© Iress FS Holdings Limited 2012 Page 8 of 12
5. DAILY TRANSACTION FEED
Following this process the regular transaction report will continue to run ongoing to add the data in to keep the
records up to date. The investment and cash positions will be reconciled on each run.
The following sections describe each step in more detail.
When running the feed for the first time, the investments and plans will need to be added in to the existing
plans on AO. If the SQL has been run to add the track transaction option, the fund holding records will need to be
re-created with a balancing transaction to show the units purchased so far. Following on from this the individual
transactions will be added.
So to bring through the balancing brought forward transaction please set the configuration option as below – So
set Process Transactions to NO.
© Iress FS Holdings Limited 2012 Page 9 of 12
Regular Transaction Feed
The next step is to setup the regular transaction feed download. This will import the transaction data from Charles
Stanley provided on a daily basis. It will contain the movements of investments and cash only, with all positions
reconciled ensure they are accurate.
Tick the ‘Run Now’ option to run the feed or set ‘Next Run’ date and time. See following section ‘Managing
Exceptions’ to resolve any issues.
© Iress FS Holdings Limited 2012 Page 10 of 12
6. MANAGING EXCEPTIONS
It is very important that once the feed has finished running that the user runs through all of these exceptions.
The table below shows the type of exception you get and what action needs to be taken. (Any you are not sure
on please contact Support on [email protected] or 0845 0683000).
If exceptions are not managed on a daily basis the fund position will be out of date.
Exception Reason(s) Action Required
Client not Found Client not created and/or third
party reference not entered
Double click on the client node and
select the relevant client record
Scheme not found Scheme not created and/or
Scheme Name reference not
linked
Double click on the Scheme node and
select the relevant Scheme record
Policy not found The Policy cannot be located
using the policy number and
scheme reference
Double click on the Policy node and
select the relevant Policy record
Unit Price Not found The Unit Price record could not
be located using the codes
provided in the feed
Double click on the Unit Price node and
select the relevant Unit Price record
The FundHolding 'Charles
Stanley-HOL-XXXX99999' could
not be found for reconciliation.
The Fundholding within the
reconciliation cannot be located
Double click on the Fundholding node
and select the relevant Fundholding
record. If the Fundholding is missing,
add it on and link.
More details on how to resolve exceptions within eServices can be found under the user guide by clicking here.
© Iress FS Holdings Limited 2012 Page 11 of 12
7. VIEWING THE RESULTS
Once the transactions have been added in successfully, go to the Investment History of the plans which have
been updated to view the transaction records which have been added. Cash transactions will show under Cash
Accounts.
© Iress FS Holdings Limited 2012 Page 12 of 12
8. RUNNING THE UPDATE REGULARLY
It is very important to run the transaction feed regularly either on a daily or weekly basis. Days or Weeks cannot
be skipped.
The AO Price Feed also needs to be run regularly in order to update the unit prices
Implications of not doing this:
Transactions are not loaded and unit positions will be incorrect and therefore valuations on Avelo will show
incorrectly.
9. APPENDIX 1
SQL statement to find plans without the track transaction history setting
A) From the taskbar select Query Builder
B) From the Search Menu select 'Execute SQL'
C) Copy the SQL Statement below (corresponding to the database type you are running)
D) Paste in to the window shown and click Run
Access Version
SELECT Surname, Forenames, PolicyNumber, ProviderSchemeName, Owner
from Clients, Policies, Schemes
WHERE Clients.ClientRef = Policies.ClientRef
AND Policies.SchemeRef = Schemes.SchemeRef
AND TrackTransactionHistory = False
AND (Schemes.SchemeName LIKE 'Charles*Stanley*')
SQL Version
SELECT Surname, Forenames, PolicyNumber, ProviderSchemeName, Owner from Clients, Policies, Schemes WHERE Clients.ClientRef = Policies.ClientRef AND Policies.SchemeRef = Schemes.SchemeRef AND TrackTransactionHistory = 0 AND (Schemes.SchemeName LIKE 'Charles%Stanley%')
