ADVENT Extracting Data for Financial Planning Tools For Advent Portfolio Exchange and Axys ADVENT SOFTWARE
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Extracting Data for Financial Planning Tools Understanding the Financial Planning Extract..................................... 2 Setting Up the Financial Planning Extract in APX................................... 3 Setting Up the Financial Planning Extract in Axys................................... 5 Running the Financial Planning Extract.......................................... 7 Understanding the Financial Planning Extract Output............................... 9
Understanding the Financial Planning Extract The Financial Planning Extract is a replang-based report that produces portfolio holdings information that you can import into third-party financial planning tools. It is compatible with all versions of Advent Portfolio Exchange ( APX ) and Axys Release 3.0 and after. This report prints or generates an output file in various formats that shows holdings by security type and securities for one or more portfolios as of the report date. The report output also includes portfolio-specific information, such as the report heading 1 definition, portfolio owner address, portfolio owner phone number, and up to three user-specified custom portfolio label definitions. The report shows the following holdings information in consolidated tax lots: Security Type Ticker CUSIP Description Quantity Cost Basis Market Value Price Each time you run the Financial Planning Extract report, it extracts your data and writes it to an output file. When you finish extracting data, you ll upload your output file to the financial planning tool of your choice, including PIE Tech MoneyGuidePro, EISI NaviPlan and Profiles, emoney, MoneyTree, and many others. This document provides general instructions for extracting data from Axys and APX. Check with your financial planning vendor for specific instructions on which report options to use as you extract data. Options for Running the Financial Planning Extract You can run the extract report for individual portfolios, groups, or composites. The extract report is in management mode, with no page breaks between individual portfolio outputs. 2 Understanding the Financial Planning Extract
Setting Up the Financial Planning Extract in APX To install and set up the Financial Planning Extract in APX, complete the following tasks. If you need help with any of the installation or setup tasks, please contact Advent Support. Task 1. Install the Financial Planning Extract report files, and add them to APX or Axys. 2. Set up a specific portfolio group and composite to use when you run the Financial Planning Extract (optional). See To Install the Financial Planning Extract Report in APX on page 3 To Create a Portfolio Group in APX on page 4 3. Define the location of the output files. To Define the Location for the Financial Planning Output Files in APX on page 4 Important: If you subscribe to Advent OnDemand, you do not need to complete any setup or installation! tasks for the Financial Planning Extract. Details in Help In the APX Help index, enter: reports > adding new Custom menu To Install the Financial Planning Extract Report in APX 1 Using Windows Explorer, locate the Financial Planning Extract report file finplan.rep. 2 Copy the report files to the APX Rep folder on the application server (Example: <ServerName>\Advent\APX\APXSystem\Rep). 3 Start APX, and choose Reports Manage All Reports, and click the New Rep Report button. 4 For the first Financial Planning Extract report, define these fields: Name Enter the name of the Financial Planning Extract report. Description (Optional) Enter a description. File Name Enter the report file name. Arguments Leave this field blank. Category Select Custom if you plan to add the report to the Custom menu. 5 Click the Save button to add the report. q Tip: To make it easier to run the Financial Planning Extract report in APX, you can add the report to a Custom menu. For details, enter Custom menu in the Help index. Setting Up the Financial Planning Extract in APX 3
Details in Help In the APX Help index, enter: custom labels To Define the Location for the Financial Planning Output Files in APX Every time you run a Financial Planning Extract report, it creates a fixed-width output file named after the composite or portfolio group you run the extract for (Example: <portfolio group name>.txt). Your APX administrator can define the custom label $pathcsv in Global Settings and define it with the location your firm wants to store the Financial Planning Extract output (Example: \\<ServerName>\Advent\APX$\Csv\). If your APX administrator does not define the path label $pathcsv, APX stores the file in the Default folder on the application server (Example: \\<ServerName>\Advent\APX\APXSystem\Default). Details in Help In the APX Help index, enter: portfolio groups To Create a Portfolio Group in APX If you want to extract data only for specific portfolios or composites, you can create a portfolio group of the composites your firm wants to export into your financial planning tools. You can give the portfolio group a distinctive name to show that the information in the portfolios and composites in this group are extracted for use with your financial planning tools. 4 Setting Up the Financial Planning Extract in APX
Setting Up the Financial Planning Extract in Axys To install and set up for the Financial Planning Extract, complete the following tasks. If you need help with any of the installation or setup tasks, please contact Advent Support. Task 1. Install the Financial Planning Extract report files, and add them to Axys. 2. Add the Financial Planning Extract to the Custom Report Menu in Axys 3. Set up a specific portfolio group and composite to use when you run the Financial Planning Extract (optional). See To Install the Financial Planning Extract Report Files in Axys on page 5. To Add the Extract to the Custom Report Menu in Axys on page 5 To Create a Portfolio Group in Axys on page 5 4. Define the location of the output files. To Define the Location of the Financial Planning Output Files in Axys on page 6 To Install the Financial Planning Extract Report Files in Axys 1 Using Windows Explorer, locate the Financial Planning Extract report file finplan.rep. 2 Copy the [filenames] files, and paste them in the Rep folder in Axys (Example: F:\Apps\Axys3\Rep). Details in Help In the Axys Help index, enter: Custom Report Menu To Add the Extract to the Custom Report Menu in Axys 1 In Axys, choose Utility Edit Custom Report Menu. 2 In the next Menu Item Entry field, enter a name for the Financial Planning Extract report as you d like it to display on the Custom Report Menu. 3 In the Report File Name field, enter the file name for the report. (Example: financialplan.rep) 4 Save your changes and close the file. Details in Help In the Axys Help index, enter: portfolio groups To Create a Portfolio Group in Axys If you want to extract data only for specific portfolios or composites, you can create a portfolio group of the composites your firm wants to export into your financial planning tools. You can give the portfolio group a distinctive name to show that the information in the portfolios and composites in this group are extracted for use with your financial planning tools. Setting Up the Financial Planning Extract in Axys 5
To Define the Location of the Financial Planning Output Files in Axys Details in Help In the Axys Help Index, enter directories The Financial Planning Extract report creates fixed-width output files for each report you run. When you run the report, Axys stores the output file in one of these locations: (Network version of Axys) If you define the path label $pathcsv in Network Settings or Settings, Axys stores the file in that folder. If you do not define the path label $pathcsv in Network Settings or Settings, Axys stores the file in your user s folder (Example: K:\Axys3\Users\Kelly). (Single-user version of Axys) If you define the path label $pathcsv in Settings, Axys stores the file in that folder. If you do not define the path label $pathcsv, Axys stores the file in the root folder of Axys (Example: K:\Axys3). To define a different folder to store the output file, follow these steps: 1 In Windows Explorer, create the folder for your output file (Example: K:\Axys3\CSV). 2 In Axys, choose System Network Settings or Settings. 3 Click the Custom tab. 4 Add the path label $pathcsv and its definition (Example: K:\Axys3\CSV\). 5 Click Add. The label appears in the Custom Labels list. 6 Click OK. 6 Setting Up the Financial Planning Extract in Axys
Running the Financial Planning Extract To Run the Financial Planning Extract 1 In APX, choose Reports > Custom > finplan.rep. In Axys, choose Reports >Run >Custom > any report, and then enter finplan.rep in the Report field. 2 Define these fields. Portfolio Enter the name(s) of the portfolio(s) or group(s) from which you want to extract data. Date Enter a date for the report. You must have prices for this date. 3 Select the desired output format for your extract. You can select a delimited format using any of the following delimiter characters, or select XML as the output option: Pipe Tab Comma XML 4 Specify the name of the label that contains the portfolio owner s first and last name. This associates the Advent portfolio data you are extracting with a financial plan. For example, if the owner s name is stored in the Report Heading 3 field of the portfolio (i.e. $name3), type name3. You can also reference a custom label. The report will pull the portfolio owner s address and phone number using the following portfolio labels: Field Label Definitions Line 1 $addr The portfolio owner's home address line 1 Line 2 $addr2 The portfolio owner's home address line 2 Line 3 $addr3 The portfolio owner's home address line 3 Line 4 $addr4 The portfolio owner's home address line 4 City $city The portfolio owner's home city State $state The portfolio owner's home state Zip $zip The portfolio owner's home zip code Country $country The portfolio owner's home country Home Phone $phone The portfolio owner's home phone number Running the Financial Planning Extract 7
5 Select the Output to File option to save the output to a file. Important: Advent OnDemand users should not check the Output to File option. Advent OnDemand users can only save the output from the report viewer. After the report output shows on screen, choose File > Save As to save the file. Make a note of the file location so that it s easy to find when you import the file into your Financial Planning application. Note: You may also want to contact your Financial Planning vendor to see if they have specific requirements for naming the output file. 6 Select the Custom Portfolio Attributes option to include additional custom label definitions. You can specify one custom label in each field. For example, if you want to include the custom label $ssn definition in the Custom Attributes heading, enter ssn in any of the three fields. 7 Select the Lump Cash Holdings option to consolidate your cash holdings into a single lump sum. The security ticker, CUSIP, and description for your cash holdings will be blank. 8 Running the Financial Planning Extract
Understanding the Financial Planning Extract Output Financial Planning Output File Fields Field Advent Portfolio Code Advent Portfolio Description Name Description The portfolio code The portfolio s full name The portfolio owner s name Address 1 The portfolio owner s address line 1 Address 2 The portfolio owner s address line 2 Address 3 The portfolio owner s address line 3 Address 4 The portfolio owner s address line 4 City State ZIP Country Custom Attribute 1-3 Portfolio Type Security Type Ticker CUSIP Description Quantity Cost Basis Market Value Price The portfolio owner s city The portfolio owner s state The portfolio owner s zip code The portfolio owner s country Custom label definitions The portfolio s type description The security type description Ticker symbol of the security CUSIP symbol of the security Security description Number of shares held as of the report date Cost basis for the position Market value for the position as of the report date Security price as of the report date Understanding the Financial Planning Extract Output 9
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