PROCEDURE FOR USING ONLINE REPORTING
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1 _ PROCEDURE FOR USING ONLINE REPORTING SYSTEM FOR NAV RETURNS November
2 Table of Contents 1. Homepage Login Uploading NAV files Load a NAV Return File View /Edit Returns View Uploaded Files NAV Validation responses Loading the NAV validation response template Sign off of NAV validation response template Variance Break Template Manually entering an individual return
3 Procedure for using Online Reporting system for NAV returns. 1. Homepage Login 1 Access to the Online Reporting System can be found on the homepage of the Central Bank s website; on the left hand side under Quick Links: By clicking on this link, the user will be brought to the log on page of the reporting system. 1 Please note that the screen shots used in this document are for illustrative purposes only. 3
4 The institution code refers to the reporting entity s ( The firm ) Central Bank reference number i.e. C12345 while the Login Name and Password will be generated by the firm s appointed administrator. This administrator is responsible for setting up all new users within the firm on the Online Reporting System (ONR) and granting the appropriate level of access to each user. They will also be responsible for issuing and resetting passwords as and when the need arises. At this point, first time users will be asked to answer 5 security questions in relation to their password. These answers will be used in instances where the user needs to change or update their password or access rights. Once the user accesses the site, they will see the following screen: 4
5 This screen displays the various options and actions available to the user in addition to highlighting any returns which are scheduled to be submitted and/or overdue. 5
6 In order to start uploading and/or (manually) inputting returns, the user should click on View/Edit data at the top of the screen. This will then display the following screen: On this display, the user should select NAV return and this will display the various options available: 6
7 7
8 2. Uploading NAV files. 2.1 Load a NAV Return File Selecting the Load a file option allows the user to upload NAV return data. This page allows the user to upload a file containing individual returns. The file must be named correctly in the following format so that it can load: C12345_YYYYMMDD_NAV.xml The YYYYMMDD reference refers to the last business day of a given month in a particular year. i.e. C12345_ _NAV.XML would refer to the NAV returns for the month ended November The user uses the browse feature to locate where the file is stored and then selects load file. The user can then use the view uploaded files option to see which returns have successfully uploaded and also those requiring amendments or explanations (See below). The user will also receive an outlining this information. 8
9 Details relating to the xml schema to be used for uploading files are set out on the Central Bank website. 2.2 View /Edit Returns By selecting the View/Edit Returns option, the user can view and amend data already uploaded. Selecting this option will display the following screen: This screen will display each month individually, the number of returns expected to be submitted for each month and the current position in terms of numbers received and outstanding. 9
10 Selecting a month displays the individual return for each fund/sub fund and details of any variance rule breaks: 10
11 2.3 View Uploaded Files Selecting View Uploaded Files allows the user to view a history of all files and returns previously uploaded (whether they were accepted or rejected ). The returns can be accessed by clicking the file tracking ID reference on the left hand side. 11
12 A return in green is classified as being Accepted as there are no issues or queries arsing with this return. A return in yellow is classified as Partially Accepted and this indicates that there are validation queries arising which will need to be examined and responded to by completing the Variance Rule break template (see section 4). An example of a variance rule break is set out later in the procedure. 12
13 A return in red means it has been Rejected due to fundamental errors in the return, i.e. information is missing or arithmetic checks not passed ( e.g, No NAV reported or the NAV per share is out of line based on the NAV and number of shares in issue reported). These returns will have to be corrected and resubmitted to be loaded successfully onto the ONR. 13
14 3. NAV Validation responses When a return is uploaded onto the system but contains validation rule breaks (See separate document for list of rule breaks), the user will be required to complete the variance rule break template. Using the screen shot below as an example, the rule breaks relating to C10001 refers to the currency used and the NAV total figure. As a result of these rule breaks, the user will be required to complete the NAV validation template and this is found by clicking on the View/Edit data on the home page. 14
15 By selecting NAV Validation responses, the user will be directed to the screen which will prompt them to upload/complete the variance explanation spread sheet. 15
16 3.1 Loading the NAV validation response template. On Return Types, select NAV Validation Response. Select View/Edit Returns. 16
17 Select Reporting Date for which you are submitting the Validation Response. Select NAV Validation Response link for the date selected above. 17
18 Click on the Upload link. Browse to valid Validation Response file for upload, ensuring the naming convention is correct as outlined on page. 18
19 Once the naming criteria and correct formats are used, you will be directed to this page with a description of the file uploaded. After the item is successfully uploaded the user should hit the finalise button. The following message will appear to indicate the item has been successfully finalised. The validation response template is then ready to be signed off by a business administrator. 19
20 3.2 Sign off of NAV validation response template. The Business administrator should login and navigate to the appropriate finalised NAV validation response template following the steps for viewing uploaded files, above. The administrator should then hit the sign-off button and confirm by ticking the declaration and then clicking the sign off returns button. 20
21 The following confirmation will appear to indicate the validation response template has been successfully signed-off. 21
22 4. Variance Break Template The Variance Rule break template can be obtained from the Central Bank website at the following link: The template should be completed and uploaded from the View/Edit Data page. 5. Manually entering an individual return If a firm wishes to manually enter each individual return separately, then it should select the View/Edit return option on the NAV return page. Once this option is selected, click on the reporting date and this will display the individual return template for each fund/sub fund. This will lead to the following page where the edit NAV button should be selected in order that the template can be populated. Details relating to each field identifier are set out in Appendix 2. 22
23 All of the boxes which appear have to be adequately populated and once this is done, the save form button should be selected. However, if there are errors in the form or there is information missing, you will not be able to save the form and an error message will appear highlighting where the errors are occurring: 23
24 Once the return is saved, variance checks are carried out and if errors or queries are raised, these will be set out in an which will be immediately issued to the user (or the address specified by the firm s administrator). 24
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