Sending Service java-less version

You can click on the picture.

Purpose

The Sending Service is our solution for the automatic transmission of reports and documents to authorities.

It is an application consisting of a set of processes (called listeners) that periodically exchange files with authorities through a set of designated folders. Everything is configured via an administration interface.

This solution is useful if you have a large number of reports to submit or if the manual sending does not suit your needs.

Please be aware that, in this case you will have to provide the files yourself according to the authorities' file specifications.

This tool is compatible with most of the current operating systems (Windows / Unix / Linux) and is usually installed on a server on your side.

With a suitable network mapping, users can simply drop the file to be sent into the appropriate directory. It is then automatically encrypted and sent.

It is an application consisting of a set of processes (called listeners) that periodically exchange files with authorities through designated directories. Everything is configured via an administration interface.

Prerequisites

• Internet access
• If you use a proxy, authorise outgoing calls to www.e-file.lu. Port 443 (HTTPS) must be open.
• Administrator rights to install the Sending Service on the computer (Windows Start button > Control Panel > User Accounts > Manage User Accounts).
• OS: Windows - Linux will be developed
• Processor: Pentium 2 GHz or equivalent
• 8 GB of RAM
• 300 MB of free space on hard disk drive. Think of providing regular purges.
• 500 MB of free space on hard disk drive for logs. Regular purges are necessary as well.
• A Sending Service user , for example: aacSD, and its password, for example: formation, have to be available => e-file administrator.
• The e-file account of the Sending Service user has to be linked to groups/modules, for example FATCA reporting + profile "Sending Service".
• A valid keystore (keystore.ks) and its password must be available
• The Sending Service user has to be properly configured in the e-file user administration tool in order to be able to receive alerts (receipt of acknowledgement and feedback files).

Note that you can find the prerequisites for the manual transmission there : Transmission_Module#System_requirements

Process overview

To ensure the proper functioning of the application, the sending service must be run through launcher.exe.

On the first launch see installation paragraph to locate it, otherwise start.

Click to see more technical details

launcher.exe is the launcher application. It launches and updates the main application described below. It contains proxy and environment configuration files.

sending-service.exe is located in the .\system\bin folder. This is the main application, used to send documents and containing all the business rules and configuration files linked to the operation of the application, such as dictionary-xsd and dictionary-workflow.

Folder hierarchy

Once installation is complete, three sub-folders will be present:

system: this is the folder containing the technical elements of the application, and contains also three sub-folders:

bin: contains the main application executable

config: contains all client configuration files

log: contains all logs generated during application execution

sendingservice: this is the folder containing all the sub-folders in which we will place our files for sending.
For example, in the default configuration, if you want to send a KID file, you'll need to save the file in the following folder: sendingservice\fundregistration\luxembourg\opc

tmp: This is the folder containing all temporary files related to the application's operation.

Logs

Each process creates its own log.
sending-service.exe creates service-deposant-timestamp.log into .\system\log : it mainly contains information on the processing of your reports
launcher.exe creates launcher-timestamp.log into .\log : it contains in particular information about the installation process

  In case you think something goes wrong, you can open these files into a text editor and check if you see error messages. Also send them to us if you need us to check for you.

For a continuous monitoring, see also #Details_on_heartbeat_system

Start the application

In console mode... click

Once the application is installed:

Either double-click it

Or, if you get this message :,

click the address bar in the file explorer onto the sending service folder :

type cmd,

then type launcher

In windows service mode... click

Service mode START

Stop the process

In console mode... click

hit the keys Ctrl+C

In windows service mode... click

Service mode hit the keys Ctrl+C

Administration Interface

New : The former .properties file is no longer a file onto your disk but the data are stored in our database and you can access them through the administration interface.

In the administration interface, you can retrieve all the parameters you can set up. Note that some of them have default values and some are set up when the installation is done. You can make all the changes needed.

Sign in as an administrator and click

then , you get :

Click the name of the sending service to change, click to go back to the list.

To change a value, click , make your changes then save or discard.

The ‘edit all workflows’ button, allow you to make massive changes in one shot.

Once the changes saves, you will get:

The buttons , respectively exporting/importing the properties to/from .json format : to backup, to move from UAT to production or to import manual changes onto properties.

Note

• the automatic update set up:
  

This is related to the sending service’s version delivered by our IT team. Click the icon to change the automatic update’s status.

• the categories of parameters:
• the button

Details on workflows part

Regarding the workflows, each one takes care of specific reports. You must enable those you want the sending service to send.

For example, to send U11 reports, you must enable the reporting_u workflow, the active box must be ticked, and a folder must be entered, you can keep the default one or change it. The intervalTimeInMinute is the frequency with which the directory will be scanned.

You can find the reports and their matching sending service workflow in our product coverage page.

Details on heartbeat system

The heartbeat is a monitoring system to check whether the sending service is still up or not. It pings the sending service at the chosen frequency and send an alert e-mail if the sending service doesn’t answer.

In the ‘properties’ category, you can set it up or down by ticking the box or not, and choose the frequency or the monitoring.

In the ‘Heartbeat’ section, you can find statistics on heartbeat running and you can choose who will receive an alert e-mail when needed.

Manual installation using command prompt

Step 1: Stop the former instance

Be sure that no former instance of the sending service is running on the same environment. If so, stop it.

If you install to replace the version with java, plan to use a new directory.

Step 2: Download the launcher.

The official version is always on the production site. You will be asked for homologation or production environment during the installation process.
To monitor and manage the properties, use the administration module on the relative website.

Connect to www.e-file.lu as an administrator.

In the administration module, Sending service management – v2:

Click:

The launcher will be downloaded into your default folder:

Step 3: Install the new Sending Service with the launcher

copy launcher.exe

into the folder where you want to install the sending service

Open launcher.exe

Either double-click it

Or, if you get this message:,

click the address bar in the file explorer:

type cmd,

then type launcher

You will be asked:

Enter Y (yes) or N (no) for the question: Are you using a proxy?

Enter the environment: PRODUCTION or HOMOLOGATION

The name must be entirely typed

The sending service will be downloaded, wait a little.

Enter username

Enter the sending service’s account user name

Either: If a properties config file is found on the server and you want to use it:

Enter N (no) for the question: overwrite the existing properties config file.

Enter the password of your keystore.

Or: If no properties config file is found on the server or you want to overwrite the existing one:

Enter Y (yes) for the question: overwrite the existing properties config file.

Enter the root folder

It is the folder where you want the sending service to be installed: it must already exist.

Entering none will take the current one.

Enter the configuration name

Choose a name for your setup.

Enter your keystore file path (optional).

Please note that you must enter your keystore to transmit to Luxembourg authorities.

Enter Authentication CSSF (optional)

This is used for O4.1 and O4.2 reports only.

Enter Authentication BCL (optional)

This is used for O4.1 and O4.2 reports only.

Enter the password (optional)

This is used for O4.1 and O4.2 reports only.

Enter authentication code (optional)

This is used for O4.1 and O4.2 reports only.

Enter Y (yes) or N (no) for the question: Do you want to close the app after installation ?

Yes means that only the installation will be done.

No means that the sending service itself will be run after the installation and starts to file reports.

The process will continue, installing all the xsd files …

You must obtain:

You can close the window, click the right-corned red cross.

Update the sending service

Update your set up

You want to make changes into your set up: use the administration interface. The application checks for changes every 30 minutes and applies them automatically.

Note that the passwords are crypted and asked just one time at the first installation. If you have to change them, you must install the whole application again :

• In the folder .\system\config, delete all the .json files
• On the root folder, launch ‘launcher’ again, overwrite the existing properties config file.

Upgrade the application

When a new version is available from out IT team: stop the application then start it again through the launcher.exe.

Automatic upgrade

This feature concerns the application updates affecting the sending service (SD) itself and that are applicable to all clients / users.

Short description:

Whenever the sending service starts, restarts, and every 30 minutes when it is up and running, it will check for updates. If an update is detected, and automatic update is selected (you can modify the value in the admin module page), the SD will stop the current process, reinstall the new version and rerun the process automatically. After a successful (or unsuccessful) update a notification will be sent per email.

If the client did not subscribe for automatic application updates and a new version of SD is available, an email will be sent to the client requesting them to update the SD. The client will then have to rerun the application and install the new version.

If the client does not update its SD in a specific timeframe, the sending service will stop running until it has been updated.

Submit a report

To send a report just copy it in the relevant folder depending on its type.

See the default sending folders tree:

Sending Folders

Scroll this list to find the sending type you need and where you must copy your reports for them to be processed:

Sending type / type d'envoi	To be copied into / à déposer dans
08/371 FIS Prospectus	sendingservice/fundregistration/luxembourg/fis
08/371 FIS Reports	sendingservice/fundregistration/luxembourg/fis
Non-LU UCI Registration	sendingservice/fundregistration/luxembourg/fundsnotlu
Other closing docs of GFI	sendingservice/fundregistration/luxembourg/gfi
Management letters of GFI	sendingservice/fundregistration/luxembourg/gfi
Fin rep of GFI	sendingservice/fundregistration/luxembourg/gfi
Key Investor Document	sendingservice/fundregistration/luxembourg/opc
Management letters for CSSF 09/423	sendingservice/fundregistration/luxembourg/opc
CSSF Attestation	sendingservice/fundregistration/luxembourg/opc
Management regulation status	sendingservice/fundregistration/luxembourg/opc
Notification Full	sendingservice/fundregistration/luxembourg/opc
Long forms for CSSF 09/423	sendingservice/fundregistration/luxembourg/opc
08/371 UCI Prospectus	sendingservice/fundregistration/luxembourg/opc
08/371 Report	sendingservice/fundregistration/luxembourg/opc
08/371 report not in 08/371	sendingservice/fundregistration/luxembourg/other
BCL report for insurances	sendingservice/regulatoryreporting/luxembourg
BCL SHS	sendingservice/regulatoryreporting/luxembourg
AIF Reporting	sendingservice/regulatoryreporting/luxembourg
Reporting_s112-l	sendingservice/regulatoryreporting/luxembourg
MIFIR reporting	sendingservice/regulatoryreporting/luxembourg
Reporting U	sendingservice/regulatoryreporting/luxembourg
Reporting EDIFACT	sendingservice/regulatoryreporting/luxembourg
Reporting IORP	sendingservice/regulatoryreporting/luxembourg
Reporting CSDR	sendingservice/regulatoryreporting/luxembourg
FATCA Report	sendingservice/regulatoryreporting/luxembourg
CRS Report	sendingservice/regulatoryreporting/luxembourg
FINREP	sendingservice/regulatoryreporting/luxembourg
SICAR Reporting	sendingservice/regulatoryreporting/luxembourg
PSF Report	sendingservice/regulatoryreporting/luxembourg
COREP Report	sendingservice/regulatoryreporting/luxembourg
EME Report	sendingservice/regulatoryreporting/luxembourg
EDP Report	sendingservice/regulatoryreporting/luxembourg
Credit institution reporting	sendingservice/regulatoryreporting/luxembourg
Management company report	sendingservice/regulatoryreporting/luxembourg
Reporting Money Market Fund	sendingservice/regulatoryreporting/luxembourg
CSSF enquiry	sendingservice/regulatoryreporting/luxembourg
TAF MIFID Report	sendingservice/regulatoryreporting/luxembourg
Rapport distinct solvabilité 2 du réviseur	sendingservice/regulatoryreporting/luxembourg
Distinct solvency company Report	sendingservice/regulatoryreporting/luxembourg
Rapport Narratif (Réviseur)	sendingservice/regulatoryreporting/luxembourg
Rapport Narratif (compagnie)	sendingservice/regulatoryreporting/luxembourg
Solvency II reporting	sendingservice/regulatoryreporting/luxembourg
Titrisation Vehicles	sendingservice/regulatoryreporting/luxembourg
Reporting TPT	sendingservice/regulatoryreporting/luxembourg
Reporting securities by securities of issuing companies	sendingservice/regulatoryreporting/luxembourg
Issuing companies reporting	sendingservice/regulatoryreporting/luxembourg
Payment’s balance	sendingservice/regulatoryreporting/luxembourg
AnaCredit	sendingservice/regulatoryreporting/luxembourg
Security by Security banks	sendingservice/regulatoryreporting/luxembourg
BCL statistics	sendingservice/regulatoryreporting/luxembourg
Data payment collection	sendingservice/regulatoryreporting/luxembourg
Reporting S	sendingservice/regulatoryreporting/luxembourg
Various correspondence (OTH)	sendingservice/regulatoryreporting/luxembourg/otherbcl
Other reporting for CSSF	sendingservice/regulatoryreporting/luxembourg/othercssf
Reporting O	sendingservice/regulatoryreporting/luxembourg/reporting_o

Check for acknowledgment and feedbacks

Once a report is sent, it is renamed as .trt and move into an auto-generated subfolder called reporttransmitted a file with extension .acq is also created as an acknowledgement.

If an error occurs, you get a file with extension .err. Open it and read the messages.

The feedbacks from the authority will come into feedbacks. Remember to read them.

Transmission following

Here are the default transmission follow up files that are created depending on the state in the transmission workflow.

File extension	Description
.trt	Example : file processing of FileName.ext Once the file has been dropped into the appropriate folder, the Sending Service will start processing it and rename it as follows: FileName.ext_YYYYMMDDhhmmssmmm.trt
.acq	Once the processing finished an .acq file will be generated in the same folder by the Sending Service in order to confirm the transmission: FileName.ext_YYYYMMDDhhmmssmmm.acq
.err	An .err file is created in case or an error: FileName.ext_YYYYMMDDhhmmssmmm.err Please open this file and analyse the error message.

Feedback files (Replies folder)

For some reporting, the administration will give you a more detailed feedback. The feedbacks from the authority will come into feedbacks.

By default, feedback files are dropped into Replies sub-folders. Replies folders are created dynamically in the initial transmission folder of the files. They only appear when feedback files, sent by the supervisory authorities, have to be stored. If the folder is deleted, it will be automatically recreated upon receipt of new feedback files.

The name and location of the Replies folder may be configured differently from the implementation of the solution with your company’s project coordinator 

Autority	Description
CSSF	Feedback files generated and sent by the CSSF. Please click the picture below to access the Naming convention for CSSF reportings document:
BCL	Feedback files generated and sent by the BCL. The BCL sends feedback with the following naming convention : FDBTECH_[OK/KO]_[YYYYMMDD]_[SENT FILE NAME]_[RANDOM CARACTERS].xml With [OK/KO] : replaced either by OK (if the files has been transmitted and processed successfully) or KO (if there has been an error) [YYYYMMDD] : replaced by the date of the feedback [SENT FILE NAME] : replaced by the complete name of the original file (including it's extension) [RANDOM CARACTERS] : replaced by a random and unique caracters.

• For other reporting (08/371 / VNI...), there is no additional acknowledgment.

This means that only acq will be created.

Conclusion : Checking that both trt and acq files were generated is a good way to ensure the good working of the Sending Service. Doing this way, you can be sure that your data was properly sent and e-file will be in charge of forwarding them to authorities.