Registration and distribution matrix

Introduction

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.

The status can be updated manually by the user or automatically through a Notification submission using Fundsquare’s UCITS cross-border notifications module.

Test / Production environment

Production environment : https://www.e-file.lu/e-file/

Homologation environment (Test) : https://homologation.e-file.lu/e-file/

E-file login

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

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.

For more detailed information please click here => e-file Administration

Launchpad

BEFORE Launchpad

Once logged in, the e-file launchpad opens.

Click on the Registration and distribtuion matrix icon to access the module.

Module icons are displayed randomly.

AFTER Launchpad

Module icons are ordered by categories (Administration, Funds data, Settings etc.)

Selecting a fund

BEFORE Selecting a fund

The 01 Funds Selection screen allows you to search and select your instrument. Various search criteria are available.

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.

Search by ISIN: Insert your ISIN code to display only one specific share class of a fund.

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.

You can further narrow your search criteria by selecting a specific Jurisdiction Country and Distribution Country.

Press the Search button to initiate the search process, once you have entered your filter options.

Press the Reset button to clear all filters and to start a new search.

Press the Edit button of the fund for which you want to manage the different statuses. The 02 Registration/Distribution matrix opens.

Open Full screen mode. Filters will be hidden.

AFTER Selecting a fund

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

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 , select Closed and press the Search button .

You can narrow your search criteria by using ISIN and Fund name filters. Click inside the toolbar (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.

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).

Press the SEARCH button to initiate the search process.

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

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

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

Matrix

The Matrix screen displays vertically the fund tree of the selected fund. The list of countries of distribtuion are displayed horizontally.

The status of a particular ISIN for a particular country is displayed at the intersection of the ISIN line and country column.

BEFORE Matrix

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.

Available filter functions: Sub-Fund - ISIN - Share class status - Matrix status - Effective Date - Country

Press the Search button to initiate the search process once you have entered your filter options.

Press the Reset button to clear all filters to start a new search.

When a status box is selected, it is highlighted in orange and the Cancel, Delete and Add status buttons are activated. To select all share classes of a fund, click the box at fund level.To select all share classes of a sub-fund, click the box 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 . A small window opens, see figure below.

Cancel, Delete, Add status buttons

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

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

Add status: 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.

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.

Open Full screen mode. Filter taskbars will be hidden.

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.

AFTER Matrix

In the new e-file version the Registration and Distribution tabs have been combined on one unique page, the Matrix screen.

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

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 , select Closed and press the Search button.

Various filters are available to narrow further your search criteria. Click inside the toolbar (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 highlighted in yellow.

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

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

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

To select all share classes of a fund, click the box at fund level. To select all share classes of a sub-fund, click the box 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 . The HISTORY drawer opens on the right side of the screen,see figure below.

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.

CHANGE REGISTRATION STATUS : If you want to add /change a registration status press the CHANGE STATUS button. A drawer opens on the right side of the screen. In our case, the registration status 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.

CHANGE DISTRIBUTION STATUS : If you want to add /change a distribution status press the CHANGE STATUS button. A drawer opens on the right side of the screen. In our case, the distribution status 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.

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.

Open Full screen mode. Filter taskbars will be hidden.

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.

Status manually set through the Registration and distribution matrix module

Status set through the Notification module (automatically) or manually (cannot be deleted if set through the Notification module)

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

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.

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.

X - Not distributed

D - Distributed

DX - No more distributed

Authorization table for Distribution statuses

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

Consolidated view

BEFORE Consolidated view

AFTER Consolidated view

Error messages

BEFORE Error messages

In the old e-file version status errors are highlighted in the matrix, see figure below. In our example, it its not allowed to add the status A after the status R.

AFTER Error messages

In the new e-file version, it is not possible to select a non authorized status, see figure below.