Manual: Return of responses from the authorities to the Sending Service

Transcription

1 Sending Service Manual: Return of responses from the authorities to the Sending Service Version 2.1 November 2013 Not to be communicated or reproduced without authorisation from the Luxembourg Stock Exchange Reference: ManuUtil_EFile_Retour_reponses_vers_SD_EN.doc

2 Page 2 1 Introduction Automatic return to the Sending Service What is the Sending Service? Accessing and understanding the Sending Service tree structure Scanning frequencies Starting the Sending Service Standard frequencies Your configuration Responses from the authorities Response time Return folders Error management Case of application by type of transmission Automation of returns in your IT system

3 Page 3 1 Introduction The Luxembourg Stock Exchange provides entities with a complete solution for the secure transmission of documents (reports, prospectuses etc.) to the Commission de Surveillance du Secteur Financier (CSSF) via the portal The tool integrates end-to-end security, responding in particular to the requirements of the authorities. Within the context of transmission to the CSSF, the authority returns structured responses to the applicant (called feedback, for example for TAF MiFID reporting) as well as approved documents (Circular CSSF 08/371). The Luxembourg Stock Exchange provides entities with these responses: - from the site - from the Sending Service if the original transmission was made from the Sending Service. This manual will assist you to understand this second possibility.

4 Page 4 2 Automatic return to the Sending Service 2.1 What is the Sending Service? The Sending Service enables you to transmit reports to the authorities automatically via e- file.lu. This application is generally installed in the internal system of your company. Please contact your internal coordinator to obtain more information. The Sending Service may be configured to scan a number of folders according to your needs. When the application finds a file in a folder it scans, it: - makes checks (depending on the type of report to be transmitted), - encrypts the file and transmits it automatically to e-file. - e-file is then responsible for forwarding the file to the authorities (routing to the CSSF and/or the BCL). The scanning frequency may be configured folder by folder. These frequencies are defined by your entity. The Sending Service may also be configured to receive files returned by the authorities.

5 Page Accessing and understanding the Sending Service tree structure Physically, the Sending Service is represented as a traditional tree structure.

6 Page 6 The standard tree structure (cf. previous screen view) presents a folder by type of report/document to be transmitted to the authorities. By default, all the folders are present even if your entity is not subject to one of the reports. If a folder does not help you, it is present but inactive, that is to say there is no scanning done. 2.3 Scanning frequencies Each folder is scanned by the Sending Service at a regular frequency. That frequency is specific to each folder and is defined when the solution is implemented with your company s project coordinator (Sending Service configuration file). In order to facilitate configuration, the Luxembourg Stock Exchange has set a standard default frequency. If the coordinator has given other instructions, frequencies may therefore vary Starting the Sending Service It is your IT coordinator who manages the starting and stopping (for maintenance for example) of your entity s Sending Service Standard frequencies The default value of the scanning frequency of each folder is 30 minutes. This means therefore that each folder is scanned every 30 minutes from the last service start Your configuration It is also possible to personalise frequencies in relation to your entity s requirements, folder by folder. Please contact your project coordinator to know the frequencies specific to your configuration. 2.4 Responses from the authorities The Sending Service generates files that reflect the technical processing (.acq,.ack,.err,.trt) whose operation is described in the "Sending Service Installation procedure", paragraph 9, Expected results. On the other hand, you are likely to receive a response from the authorities. Physically, these outcomes are files (PDF, TXT,...). All replies from the authorities are sent under The Sending Service may be configured to search for these responses and to store them in the appropriate folders.

7 Page Response time The waiting time for the return of a response is less than 60 minutes on average. This time depends on: the process for receipt from the authority, the process for recording responses in the systems of the Luxembourg Stock Exchange made every 30 minutes, the frequency of triggering the Sending Service to search for the returns in e-file. NB: this average response time is only for technical feedback (FBR files). Returns visa prospectus, for example, also depend on processing time taken by managers in authorities Return folders By default, response files are returned in sub-folders called Replies corresponding to transmission folders. The name and location of return folders may be configured differently from the implementation of the solution with your company s project coordinator (Sending Service configuration file). These folders are created dynamically, so they only appear from the time when there are response files to be stored. If the folder is deleted, it will be automatically recreated upon receipt of new response files. Example: Error management

8 Page 8 If for technical reasons it has not been possible to write one of the return documents in the destination folder, all the files which form a part of that return will be erased and an error file will be written in the return folder. This error file will be named as follows: o ENVINF-IDPROC-IDENV-timestamp.err (e.g. ENVINF _ err) where IDPROC and IDENV are technical data, o or alerte.err if the IDPROC and IDENV information is not available. This file will enable our services to gain information on the documents to be returned. If the file can no longer be written in the return folder, its content will then be written in the Sending Service error log Case of application by type of transmission Transmission folder /ReportingDiffusion/BCL_Statistics /ReportingDiffusion/BOP /ReportingDiffusion/Dividendes /ReportingDiffusion/VNI /ReportingDiffusion/OPC /ReportingDiffusion/TPT/TPTBBS /ReportingDiffusion/TPT/TPTBOB /ReportingDiffusion/DOC_FIS_OPC/REPORT_FIS /ReportingDiffusion/DOC_FIS_OPC/REPORT_OPC /ReportingDiffusion/DOC_OPC_NOT_LU /ReportingDiffusion/CDP /ReportingDiffusion/SE /ReportingDiffusion/Securisation /ReportingDiffusion/Various_Correspondence Expected return files No return expected. /ReportingDiffusion/COREP /ReportingDiffusion/FINREP /ReportingDiffusion/FINREP/EDIFACT_CSSF /ReportingDiffusion/ESP /ReportingDiffusion/OTH /ReportingDiffusion/PSF /ReportingDiffusion/SICAR /ReportingDiffusion/SGO /ReportingDiffusion/EDP /ReportingDiffusion/EME The CSSF returns acknowledgements of receipt: FBR file in xml format.

9 Page 9 /ReportingDiffusion/TAF/declaration_Transaction /ReportingDiffusion/TAF/annulation_Transaction /ReportingDiffusion/TAF/annulation _Rapport /ReportingDiffusion/DOC_BNK /ReportingDiffusion/DOC_FIS_OPC/PROSP _FIS /ReportingDiffusion/DOC_FIS_OPC/PROSP_OPC The CSSF returns: - acknowledgements of receipt: FBR file in xml format. - results of applicative processing: FDB file in xml format. The CSSF returns the approved prospectuses in PDF format or, in the case of refusal, a text file explaining it Automation of returns in your IT system With appropriate configuration of the Sending Service, you can receive an XML file with each transmission. It contains all the useful information on the transmission as well as the procedure to which it belongs. This file will be named as follows: ENVINF-IDPROC- IDENV-timestamp.xml (e.g. ENVINF _ xml) If you wish to receive this file in order to automate your processes, do not hesitate to contact our Client Relationship Management for more information. Client Relationship Management Tel: (+352) clientservice@fundsquare.net