Difference between revisions of "Registration and distribution matrix"

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=Introduction=
<small>''Page's last update : {{REVISIONDAY2}} {{CURRENTMONTHABBREV}} {{REVISIONYEAR}}''</small>


The '''Registration and Distribution Matrix''' module allows e-file users to manage the registration and distribution status of their funds in order to activate and run transmissions of documents to European authorities such as marketing of shares/units of an EU UCITS, cf. Directive 2009/65/EC.
__TOC__


The status can be updated <u>manually</u> by the user or <u>automatically</u> through a <u>Notification submission</u> using Fundsquare’s '''UCITS cross-border notifications module'''.
= FAQ =


<span style="color:white; background:DarkTurquoise"> '''Please be informed that we are working on a new e-file version of the '''Registration and Distribution matrix''' application that will be delivered in the first quarter of 2020.''' </span>
<span class="mw-customtoggle-q0" style="font-weight:bold;line-height:2.5;">Your module is greyed out?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q0">
::To get access to this module, please ask your e-file local administrator to [[E-file Administration#How_do_I_assign_groups_and_profiles_to_users|make you member]] of the '''''Distribution matrix ''''' and '''''Registration matrix ''''' groups.
::[[File:Matrix GreyedOut.png|alt=Registration and distribution matrix is greyed out.|To have access : '''''Distribution matrix ''''' and '''''Registration matrix ''''' groups ]]
</div>


This modernized e-file version will introduce a <u>new design</u> and <u>improve ergonomics</u> for a better user experience.
<span class="mw-customtoggle-q1" style="font-weight:bold;line-height:2.5;">How can I batch upload registration or distribution statuses?
Can I bulk upload multiple registration/distribution statuses in one go?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q1">
::Registration statuses can be uploaded by providing a .csv file with the following columns to rs.clientsupportoperations@fundsquare.net: ISIN;Country;Status;effective date (not mandatory).
::Example:


Please find below our <span style="color:Grey">'''BEFORE'''</span>  <span style="color:DarkTurquoise">'''AFTER'''</span> User Guide where we explain all major changes.
::LU1234567890;BE;R
::LU2124567890;DE;RX;24/01/24
::LU1231231234;FR;DX


</div>


<span class="mw-customtoggle-q2" style="font-weight:bold;line-height:2.5;">Why has the Distribution Status not been updated to Registered ('R') despite the R to D automation?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q2">
::If the current distribution status is DX, it will not be updated by an automation and has to be updated manually. Please also note that the automation only works for countries with a filing setup.
</div>


<span class="mw-customtoggle-q3" style="font-weight:bold;line-height:2.5;"> I can not find a closed share-class in the registration matrix</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q3">
::Please make sure filter status "closed" is selected
</div>


<span class="mw-customtoggle-q4" style="font-weight:bold;line-height:2.5;"> Why does the registration or the distribution  matrix appear to be empty?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q4">
::This is due to missing access rights. The latter have to be requested by email to rs.clientsupportoperations@fundsquare.net
</div>


=Test / Production environment=
<span class="mw-customtoggle-q5" style="font-weight:bold;line-height:2.5;">How can I add a new country to the registration matrix?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q5">
::New countries can be added by clicking on the Manage Country button available on the top of the page
</div>


Production environment : '''https://www.e-file.lu/e-file/'''
<span class="mw-customtoggle-q6" style="font-weight:bold;line-height:2.5;">How can I see the audit trail of a registration or distribution status?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q6">
::Please click on the "clock" symbol 
</div>


Homologation environment (Test) : '''https://homologation.e-file.lu/e-file/'''
<span class="mw-customtoggle-q7" style="font-weight:bold;line-height:2.5;">How can I extract a registration matrix?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q7">
::Registration and distribution extracts are available in the "reports" section of the registration and distribution matrix module
</div>


<span class="mw-customtoggle-q8" style="font-weight:bold;line-height:2.5;">Can we see the number of shares with status by country ? </span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q8">
::Yes, please click on the consolidated view tab in the registration and distribution matrix module
</div>


<span class="mw-customtoggle-q9" style="font-weight:bold;line-height:2.5;">What does this button mean?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q9">
::This button allows to  select all statuses at fund or umbrella level
</div>


<div style="text-align: center; width:100%;border-style: double none none none;"> </div>




=E-file login=


Enter your e-file login credentials (user name and password) and click the '''ACCESS''' button
=Description=


[[File:2BeforeAfter Logins.png|500 px]]
==Selecting a fund ==


'''IMPORTANT:''' If you do not have an e-file user account, you must contact your '''e-file administrator''' of your company who manages user accounts and access rights.
[[E-file Administration|For more detailed information please click here => '''e-file Administration''']]
=Launchpad=
<span style="color:Grey">'''<u>BEFORE</u> Launchpad'''</span>
Once logged in, the e-file launchpad opens.
Click on the '''Registration and distribtuion matrix''' icon to access the module.
[[File:2Before-Launchpad RegMat.png|800 px]]
Module icons are displayed randomly.
<span style="color:DarkTurquoise">'''<u>AFTER</u> Launchpad'''</span>
[[File:2After-Launchpad RegMat.png|border|800 px]]
Module icons are ordered by categories (Administration, Funds data, Settings etc.)
=Selecting a fund =
<span style="color:Grey">'''<u>BEFORE</u> Selecting a fund'''</span>
[[File:2Before SelectFund.png|1000 px]]
[[File:BeforePoint1.png|30 px]] The '''01 Funds Selection''' screen allows you to search and select your instrument. Various search criteria are available.
[[File:BeforePoint2.png|30 px]] Search by '''Fundname''': open the drop-down list and select either '''Containing''' or '''Begin.''' This filter function allows you to enter only a part of the fund's name and to retrieve the fund you are lookging for.
[[File:BeforePrint3.png|30 px]] Search by '''ISIN''': Insert your ISIN code to display only one specific share class of a fund.
[[File:BeforePrint4.png|30 px]] '''Active''' and '''Inactive''' funds are displayed by default. If you want to display closed funds as well, select '''Closed''' from the drop-down list and press the '''Search''' button.
[[File:BeforePrint5.png|30 px]] You can further narrow your search criteria by selecting a specific '''Jurisdiction Country''' and '''Distribution Country'''.
[[File:BeforePrint6.png|30 px]] Press the '''Search''' button to initiate the search process, once you have entered your filter options.
[[File:BeforePrint7.png|30 px]] Press the '''Reset''' button to clear all filters and to start a new search.
[[File:BeforePrint8.png|30 px]] Press the '''Edit''' button of the fund for which you want to manage the different statuses. The '''02 Registration/Distribution matrix''' opens.
[[File:Before-point9.png|30 px]] Open Full screen mode. Filters will be hidden.
<span style="color:DarkTurquoise">'''<u>AFTER</u> Selecting a fund'''</span>


[[File:2CorrectionAfter SelectFund.png|1000 px]]
[[File:2CorrectionAfter SelectFund.png|1000 px]]
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[[File:AfterPoint7.png|30 px]] Move your mouse pointer over the fund area and click to open the '''Matrix''' screen.
[[File:AfterPoint7.png|30 px]] Move your mouse pointer over the fund area and click to open the '''Matrix''' screen.


== Matrix ==


= Matrix =
<span style="color:Grey">'''<u>BEFORE</u> Matrix'''</span>
[[File:3Before Matrix.png|1100 px]]
[[File:BeforePoint1.png|30 px]] [[File:BeforePoint2.png|30 px]] The '''Registration/Distribution matrix''' screen is devided into two tabs  the '''Registration''' tab and the '''Distribution'''  tab. All filter and selection options are identical in each tab, registration and distribution statuses excepted.
[[File:BeforePrint3.png|30 px]] Available filter functions: '''Sub-Fund''' - '''ISIN''' - '''Share class status''' - '''Matrix status''' - '''Effective Date''' - '''Country'''
[[File:BeforePrint4.png|30 px]] Press the '''Search''' button to initiate the search process once you have entered your filter options.
[[File:BeforePrint5.png|30 px]] Press the '''Reset''' button to clear all filters to start a new search.
[[File:BeforePrint6.png|30 px]] When a status box is selected, it is highlighted in orange and the '''Cancel''', '''Delete''' and '''Add status''' [[File:Before-point7.png|25 px]] buttons are activated. To select all share classes of a fund, click the box [[File:Before-point6a.png|25 px]] at fund level.To select all share classes of a sub-fund, click the box [[File:Before-point6b.png|25 px]] at sub-fund level. These functions allow you to add / update several share class simultaneously, provided the same status is required for each share class. All status changes are registered and you can view them by clicking on the small clock icon
[[File:Before-point6c.png|25 px]]. A small window opens, see figure below.
[[File:Before DetailedView.png|700 px]]
[[File:BeforePrint7.png|30 px]] '''Cancel''', '''Delete''', '''Add status''' buttons
<u>Cancel</u> : to cancel your previous selection press the '''Cancel''' button.
<u>Delete</u>: to delete a status press the '''Delete''' button. A small window pops up where you have to confirm your deletion, see figure below.
[[File:Before RemovingStatus.png|300 px]]
<u>Add status</u>: To add a status press the '''Add status''' button. A small window pops up. Select the status from the '''Status''' drop-down list, select the '''Effective date''' and enter a comment (not mandatory). Finally, press the '''Add status''' button, see figure below.
[[File:Before AddingStatus.png|300 px]]
[[File:BeforePrint8.png|30 px]] Press the '''Manage country''' button to add or remove a country. The '''Country selection''' window pops up, where you have to check / uncheck boxes in order to add / remove countries. '''Filter country''' and '''Filter continent''' are available to ease the search, see figure below.
[[File:Before CountrySelection.png|500 px]]
[[File:Before-point9.png|30 px]] Open '''Full screen mode'''. Filter taskbars will be hidden.
[[File:Before-point10.png|30 px]] You can also export the complete matrix to '''Excel''' and view the status details, ISIN by ISIN, country by country. Press the '''Export Excel''' button.
<span style="color:DarkTurquoise">'''<u>AFTER</u> Matrix'''</span>
In the new e-file version the Registration and Distribution tabs have been combined on one unique page, the '''Matrix''' screen.


[[File:2After Matrix.png|1200 px]]
[[File:2After Matrix.png|1200 px]]
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<u> '''CANCEL''' </u> : to cancel your previous selection press the '''CANCEL''' button.
<u> '''CANCEL''' </u> : to cancel your previous selection press the '''CANCEL''' button.




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<u> '''CHANGE REGISTRATION STATUS''' </u>: If you want to add /change a <u>registration status</u> press the '''CHANGE STATUS''' button. A drawer opens on the right side of the screen. In our case, the <u>registration status</u> has to be changed from '''R''' to '''RX'''.
Click on the new '''RX''' status. The old '''R''' status becomes grey and the new status '''RX''' becomes green, see figure below. Finally, press the '''CHANGE STATUS''' button.


[[File:After Change status.png|500 px]]
<u> '''CHANGE A REGISTRATION AND/OR DISTRIBUTION STATUS ''' </u>: To update a registration/distribution status, please select one or more statuses (by clicking on the status) and select the <u>CHANGE STATUS</u> button. A pop up  opens on the right side of the screen. The below screen shot shows a change from R and D to RX and DX: Select the new status, add an effective date (not mandatory) and a comment and hit the  '''CHANGE STATUS''' button.


 
[[File:ChangeStatusRX.jpg|500 px]]
<u> '''CHANGE DISTRIBUTION STATUS''' </u>: If you want to add /change a <u>distribution status</u> press the '''CHANGE STATUS''' button. A drawer opens on the right side of the screen. In our case, the <u>distribution status</u> has to be changed from '''D''' to '''DX'''.
 
Click on the '''DX''' status. The old '''D''' status becomes grey and the new status '''DX''' becomes green, see figure below. Finally, press the '''CHANGE STATUS''' button.
 
[[File:After Change distribution status.png|500 px]]




Line 225: Line 148:
[[File:After-point10.png|30 px]] You can also export the complete matrix to Excel and view the status details, ISIN by ISIN, country by country. Press the '''Export''' button.
[[File:After-point10.png|30 px]] You can also export the complete matrix to Excel and view the status details, ISIN by ISIN, country by country. Press the '''Export''' button.


= Registration statuses =
== Registration statuses ==


Please be informed that no changes have been made to the registration statuses rules.
Please be informed that no changes have been made to the registration statuses rules.


[[File:After-Befor-Registration statuses.png|600 px]]
The Registration status informs you whether your fund is registered with the European authorities or not.


[[File:Blue-RegStatus.png|30 px]] Status manually set through the '''Registration and distribution matrix module'''
[[File:After-Befor-Registration statuses.png|border|600 px]]


[[File:Orange-RegStatus.png|30 px]] Status set through the '''Notification module''' (automatically) or manually (cannot be deleted if set through the Notification module)
[[File:Blue-RegStatus.png|25 px]] Status manually set through the '''Registration and distribution matrix module'''


[[File:Yellow-RegStatus.png|30 px]] Status automatically set through the '''Notification module''' (cannot be deleted through the Registration and distribtuion matrix module)
[[File:Orange-RegStatus.png|25 px]] Status set through the '''Notification module''' (automatically) or manually (cannot be deleted if set through the Notification module)
 
[[File:Yellow-RegStatus.png|25 px]] Status automatically set through the '''Notification module''' (cannot be deleted through the Registration and distribtuion matrix module)


X - Not registered
X - Not registered
Line 260: Line 185:


: RP - Registered - Private placement
: RP - Registered - Private placement
XR - No more registered but with remaining investors


RX - No more registered
RX - No more registered
<u>Important information</u>:
When a Luxembourg fund is notified through the e-file notification module, the matrix is automatically updated.
'''Authorization table for Registration statuses'''
<u>Example</u>:: It is not allowed to replace a current status R by a status A.
[[File:RegStat-AuthorizedChanges.png|350 px]]
Some controls have been added to assist you in maintaining consistency between the registration and distribution.
* To insert a DI, you must have a RI (except for Switzerland).
* To insert a D, you must have a R.
* To insert a XR, you must have a DX.
== Distribution statuses ==
Please be informed that no changes have been made to the registration statuses rules.
The Distribution informs you whether your fund is distributed or not.
[[File:After-Before-Distribution statuses.png|300 px]]
X - Not distributed
D - Distributed<br/>
DI – Distributed - Institutional
DX - No more distributed<br/>
<br/>
<u>Exception</u>: For <span style="color: red">Switzerland only</span>, dissemination of documents will be possible with a status DI even if the share class is not registered (Registration Status X). For the other countries, the dissemination will work <span style="color: red">ONLY</span> if there is a Registration Status R or RI inserted.
'''Authorization table for Distribution statuses'''
<u>Example</u>:: It is not allowed to replace a current status D by a status X.
[[File:DisStat-AuthorizedChanges.png|350 px]]
Some controls have been added to assist you in maintaining consistency between the registration and distribution.
* To insert a DI, you must have a RI (except for Switzerland).
* To insert a D, you must have a R.
* To insert a XR, you must have a DX.
== Consolidated view ==
[[File:After dashboard.png|border|1400 px]]
== Error messages ==
Should you try to insert an unauthorized registration or distribution status, an error message will appear in a pop up while you hover over the status<br>
[[File:After-Status blocked Error message.png|border|400 px]]

Latest revision as of 11:56, 30 September 2024

Page's last update : 30 Nov 2024

FAQ

Your module is greyed out?

To get access to this module, please ask your e-file local administrator to make you member of the Distribution matrix and Registration matrix groups.
Registration and distribution matrix is greyed out.

How can I batch upload registration or distribution statuses? Can I bulk upload multiple registration/distribution statuses in one go?

Registration statuses can be uploaded by providing a .csv file with the following columns to rs.clientsupportoperations@fundsquare.net: ISIN;Country;Status;effective date (not mandatory).
Example:
LU1234567890;BE;R
LU2124567890;DE;RX;24/01/24
LU1231231234;FR;DX

Why has the Distribution Status not been updated to Registered ('R') despite the R to D automation?

If the current distribution status is DX, it will not be updated by an automation and has to be updated manually. Please also note that the automation only works for countries with a filing setup.

I can not find a closed share-class in the registration matrix

Please make sure filter status "closed" is selected

Why does the registration or the distribution matrix appear to be empty?

This is due to missing access rights. The latter have to be requested by email to rs.clientsupportoperations@fundsquare.net

How can I add a new country to the registration matrix?

New countries can be added by clicking on the Manage Country button available on the top of the page

How can I see the audit trail of a registration or distribution status?

Please click on the "clock" symbol

How can I extract a registration matrix?

Registration and distribution extracts are available in the "reports" section of the registration and distribution matrix module

Can we see the number of shares with status by country ?

Yes, please click on the consolidated view tab in the registration and distribution matrix module

What does this button mean?

This button allows to select all statuses at fund or umbrella level


Description

Selecting a fund

2CorrectionAfter SelectFund.png

AfterPoint1.png Click on the FILTER button AfterSDMFilter.png on the right side of the screen. The DYNAMIC FILTERS taskbar (highlighted in yellow) with a Status area After-point2a.png opens, where you can filter the funds by their status (Active, inactive, closed).

AfterPoint2.png Active and Inactive funds are displayed by default. If you want for example display Closed funds as well, open the drop-down list by clicking inside the STATUS area After-point2a.png, select Closed and press the Search button After SearchButton.png.

AfterPoint3.png You can narrow your search criteria by using ISIN and Fund name filters. Click inside the toolbar After-point3a.png (highlighted in yellow). A drop-down list (highlighted in orange) opens.

Select the ISIN and /or Fund name filter that will then be added to the DYNAMIC FILTERS taskbar (highlighted in yellow), see figure below.

After DynamicFiltersISINName.png

These two filter options will allow you to search for example for a specific share class of a fund by its ISIN or Fund name (The Containing and Begin functions are included as well).

AfterPoint4.png Press the SEARCH button After SearchButton.png to initiate the search process.

AfterPoint5.png Press the RESET button AfterSDMResetButton.png to clear all filters and start a new search.

AfterPoint6.png Press the Expand DATA FILTERS icon to hide/display the DATA FILTERS taskbar.

AfterPoint7.png Move your mouse pointer over the fund area and click to open the Matrix screen.

Matrix

2After Matrix.png

AfterPoint1.png Click on the FILTER button AfterSDMFilter.png on the right side of the screen. The DYNAMIC FILTERS taskbar (highlighted in yellow) with a Status area AfterPoint2.png opens. Here you can filter the funds by their status (Active, inactive, closed).

AfterPoint2.png Active and Inactive funds are displayed by default. If you want to view Closed funds as well, open the drop-down list by clicking inside the STATUS area After-point2a.png , select Closed and press the Search button.

AfterPoint3.png Various filters are available to narrow further your search criteria. Click inside the toolbar After-point3a.png (highlighted in yellow). A drop-down list (highlighted in orange) containing the following filter options, opens:

Matrix type - Distribution matrix status - Registration matrix status – Country – ISIN - Share class name - Sub fund name - Effective date – Error

Click on the filter options you need. They will be automatically added to DYNAMIC FILTERS taskbar After-point3a.png highlighted in yellow.

AfterPoint4.png Press the SEARCH button to initiate the search process once you have entered your filter options.

AfterPoint5.png Press the RESET button to clear all filters and start a new search.

AfterPoint6.png When a status box is selected, it is highlighted in green and the CANCEL, REMOVE STATUS and CHANGE STATUS buttons are activated AfterPoint7.png.

To select all share classes of a fund, click the box After-point6a.png at fund level. To select all share classes of a sub-fund, click the box After-point6b.png at sub-fund level.

These functions allow you to add / update several share class simultaneously, provided the same status is required for each share class. All historical changes are registered and you can view them by clicking on the small clock icon After-point6c.png. The HISTORY drawer opens on the right side of the screen,see figure below.

After DetailHistory.png


AfterPoint7.png CANCEL, REMOVE STATUS and CHANGE STATUS buttons

CANCEL  : to cancel your previous selection press the CANCEL button.


REMOVE STATUS : to delete a status press the DELETE STATUS button. A small window pops up, where you have to confirm your deletion, see figure below.

After Remove status.png


CHANGE A REGISTRATION AND/OR DISTRIBUTION STATUS : To update a registration/distribution status, please select one or more statuses (by clicking on the status) and select the CHANGE STATUS button. A pop up opens on the right side of the screen. The below screen shot shows a change from R and D to RX and DX: Select the new status, add an effective date (not mandatory) and a comment and hit the CHANGE STATUS button.

ChangeStatusRX.jpg


After-point8.png Press the MANAGE COUNTRY button to add or remove countries. A drawer MANAGE COUNTRY opens on the right side of the screen, where you have to check / uncheck boxes in order to add / remove countries. Filter country and Filter continent are available to ease the search, see figure below.

After ManageCountry.png


After-point9.png Open Full screen mode. Filter taskbars will be hidden.

After-point10.png You can also export the complete matrix to Excel and view the status details, ISIN by ISIN, country by country. Press the Export button.

Registration statuses

Please be informed that no changes have been made to the registration statuses rules.

The Registration status informs you whether your fund is registered with the European authorities or not.

After-Befor-Registration statuses.png

Blue-RegStatus.png Status manually set through the Registration and distribution matrix module

Orange-RegStatus.png Status set through the Notification module (automatically) or manually (cannot be deleted if set through the Notification module)

Yellow-RegStatus.png Status automatically set through the Notification module (cannot be deleted through the Registration and distribtuion matrix module)

X - Not registered

E - To be registered

A - Registration in progress (selection of an instrument at step 2 of the Notification)

AT - Registration in progress - Transmitted to the authority
AR - Registration in progress - Rejected by the authority

N - Notified

NT - Notified - Transmitted to the HOST authority
NR - Notified - Rejected by the HOST authority
NA - Notified - Accepted by the HOST authority

R - Registered

RI - Registered - Institutional
RP - Registered - Private placement

XR - No more registered but with remaining investors

RX - No more registered


Important information:

When a Luxembourg fund is notified through the e-file notification module, the matrix is automatically updated.


Authorization table for Registration statuses

Example:: It is not allowed to replace a current status R by a status A.

RegStat-AuthorizedChanges.png


Some controls have been added to assist you in maintaining consistency between the registration and distribution.

  • To insert a DI, you must have a RI (except for Switzerland).
  • To insert a D, you must have a R.
  • To insert a XR, you must have a DX.

Distribution statuses

Please be informed that no changes have been made to the registration statuses rules.

The Distribution informs you whether your fund is distributed or not.

After-Before-Distribution statuses.png

X - Not distributed

D - Distributed
DI – Distributed - Institutional

DX - No more distributed

Exception: For Switzerland only, dissemination of documents will be possible with a status DI even if the share class is not registered (Registration Status X). For the other countries, the dissemination will work ONLY if there is a Registration Status R or RI inserted.


Authorization table for Distribution statuses

Example:: It is not allowed to replace a current status D by a status X.

DisStat-AuthorizedChanges.png


Some controls have been added to assist you in maintaining consistency between the registration and distribution.

  • To insert a DI, you must have a RI (except for Switzerland).
  • To insert a D, you must have a R.
  • To insert a XR, you must have a DX.

Consolidated view

After dashboard.png

Error messages

Should you try to insert an unauthorized registration or distribution status, an error message will appear in a pop up while you hover over the status
After-Status blocked Error message.png

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