Registration and distribution matrix

From E-fileWiki
Jump to: navigation, search

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.

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.

This modernized e-file version will introduce a new design and improve ergonomics for a better user experience.

Please find below our BEFORE AFTER User Guide where we explain all major changes.



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

2BeforeAfter Logins.png

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.


2Before-Launchpad RegMat.png

Module icons are displayed randomly.


AFTER Launchpad

2After-Launchpad RegMat.png

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



Selecting a fund

BEFORE Selecting a fund

2Before SelectFund.png

BeforePoint1.png The 01 Funds Selection screen allows you to search and select your instrument. Various search criteria are available.

BeforePoint2.png 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.

BeforePrint3.png Search by ISIN: Insert your ISIN code to display only one specific share class of a fund.

BeforePrint4.png 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.

BeforePrint5.png You can further narrow your search criteria by selecting a specific Jurisdiction Country and Distribution Country.

BeforePrint6.png Press the Search button to initiate the search process, once you have entered your filter options.

BeforePrint7.png Press the Reset button to clear all filters and to start a new search.

BeforePrint8.png Press the Edit button of the fund for which you want to manage the different statuses. The 02 Registration/Distribution matrix opens.

Before-point9.png Open Full screen mode. Filters will be hidden.



AFTER 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

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

3Before Matrix.png

BeforePoint1.png BeforePoint2.png 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.

BeforePrint3.png Available filter functions: Sub-Fund - ISIN - Share class status - Matrix status - Effective Date - Country

BeforePrint4.png Press the Search button to initiate the search process once you have entered your filter options.

BeforePrint5.png Press the Reset button to clear all filters to start a new search.

BeforePrint6.png When a status box is selected, it is highlighted in orange and the Cancel, Delete and Add status Before-point7.png buttons are activated. To select all share classes of a fund, click the box Before-point6a.png at fund level.To select all share classes of a sub-fund, click the box Before-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 status changes are registered and you can view them by clicking on the small clock icon Before-point6c.png. A small window opens, see figure below.

Before DetailedView.png


BeforePrint7.png 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.

Before RemovingStatus.png


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.

Before AddingStatus.png


BeforePrint8.png 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.

Before CountrySelection.png

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

Before-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 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.

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 statusCountryISIN - Share class name - Sub fund name - Effective dateError

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 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.

After Change status.png


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.

After Change distribution status.png


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

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



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

DX - No more distributed


Authorization table for Distribution statuses

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

DisStat-AuthorizedChanges.png



Consolidated view

BEFORE Consolidated view

Before dashboard.png



AFTER Consolidated view

After dashboard.png



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.

Before-errors.png



AFTER Error messages

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

After-Status blocked Error message.png