User Manual
For
Enhanced Supervision module in NCFE
Date: January 25, 2018
Content
INTRODUCTION
Submission of Client’s fund monitoring data
Data Submission
1)Screen Based form
2)File Upload
Reconciliation Tables
Summary
Export
Uploading client's funds and securities balances
File upload
Submission Process:
Validations:
Processing of file after successful upload
Export
Some Common FAQs:
INTRODUCTION
As per Exchange Circular NCDEX/COMPLIANCE-016/2016/239 dated September 27,2016,NCDEX/COMPLIANCE-024/2016/342 dated December 22, 2016, NCDEX/COMPLIANCE-009/2017/156 dated June 23,2017 and NCDEX/COMPLIANCE-010/2017/167 dated July 4,2017,NCDEX/COMPLIANCE-011/2017/182 dated July 26.2017 and NCDEX/COMPLIANCE-014/2017/241 dated September 25,2017 the members are required to submit the details as mentioned below. This user manual explains various ways in which the member can upload the prescribed details in NCFE
Sr.No. / Particulars / Frequency of Submission / Timelines for submission1 / Submission of data of Clients’ funds lying with the Members / Monthly (Data as on last trading day of the month) / On or before the next three trading days from the last trading day of the month
2 / Uploading client's funds and securities balances / Monthly (Data as on last trading day of the month) / Within seven calendar days from the last trading day of the month
Submission ofClient’sfundmonitoring data
Data Submission
- Login to NCFE
- Go to menu Compliance ->Enhanced Supervision>Client Fund Monitoring
The screen will appear as shown below:
- The data Submission can be done in following ways : -
Screen Based form
Submit Client fund monitoring data for selected date for which the data needs to be submitted on the screen directly by entering amounts against each head.
File Upload
Member has to upload the template file with all the details as mentioned in file.
1)Screen Based form
- Select Date and click on search icon
- Enter the amounts against respective headings and Click on save icon to continue further. All fields are mandatory. Enter zero if particular field has no value or the same is not applicable.
2)File Upload
- Member has to upload the template file with all the details for all the fields as mentioned in file.The format file of data file to be submitted is available in the downloads section on the Exchange website as point no.35- Enhanced supervision formats from January 2018 as Annexure – 1 Client Fund Monitoring. (
- Select the file to be uploaded and click on the upload button
File format is as follows:
File will be in csv format - E.g. for the batch date 31stJanuary, 2018 for the Member ID 999file name is as follows:
NCDEX_00999_Fundbal_31012018.csv
Instructions for updating the details:
- Do not alter the name of the file and format as well text of first row in the file. Enter the amounts from Row no. 4
- All fields are mandatory. Enter zero if particular field has no value or the same is not applicable.
- The data to be given across all stock exchanges.
Headings / Column Name / Description / Validations
Member ID / The id should be entered in five digits. E.g. For member id 999the same to be written as ‘00999” / Numeric (5 digits member id)
Member Name / Name of the Member / Alphanumeric
A / Aggregate of fund balances in all Client Bank Accounts including Settlement Account (Rs.) / Provide total EOD fund balance available in all client bank accounts including the settlement account across stock exchanges / Numeric
B / Aggregate value of collateral deposited with clearing corporation in form of Cash and cash equivalents (Rs.) / Cash and cash equivalents includes FDs, BGs etc.
Only funded portion of the BG i.e. the amount deposited by stock broker with the bank to obtain the BG shall be considered as part of B / Numeric >=0
B / Aggregate value of collateral deposited with clearing member in form of Cash and cash equivalents (Rs.) / Numeric >=0
C / Aggregate value of Credit Balances of all clients as per Trial Balance (Rs.) / After adjusting for open bills of clients, uncleared cheques deposited by clients and uncleared cheques issued to clients and the margin obligation. / Numeric >=0
D / Aggregate value of Debit Balances of all clients as per trial balance (Rs.) / Numeric ( The Debit balance should be reported with negative sign)
E / Aggregate value of proprietary non-cash collaterals i.e. securities/ commodities deposited with clearing corporation (Rs.) / Value of own non-cash collaterals i.e. securities/commodities which have been deposited with clearing corporation across all stock exchanges (haircut to be applied as per clearing corporation) / Numeric >=0
E / Aggregate value of proprietary non-cash collaterals i.e. securities/ commodities deposited with clearing member (Rs.) / Value of own non-cash collaterals i.e. securities/commodities which have been deposited with clearing member across all stock exchanges (haircut to be applied as per clearing corporation) / Numeric >=0
F / Aggregate value of Non-funded part of the BG (Rs.) / Aggregate value of Non-funded part of the BG across all stock exchanges / Numeric >=0
P / Aggregate value of Proprietary Margin Obligation (Rs.) / Aggregate value of Proprietary Margin Obligation across all stock exchanges / Numeric >=0
MC / Aggregate value of Margin utilized for positions of Credit Balance of Clients (Rs.) / Aggregate value of Margin utilized for positions of Credit Balance of Clients across all stock exchanges / Numeric >=0
MF / Aggregate value of Unutilized collateral lying with the clearing corporation (Rs.) / Free/unblocked collateral deposited with clearing corporation / Numeric >=0
MF / Aggregate value of Unutilized collateral lying with clearing member (Rs.) / Free/unblocked collateral deposited with clearing member / Numeric >=0
Error Log
-If there is an error in the uploaded file, user will get an error message with error log file.
- Click on the error log icon to get the error log file.
- Rectify the errors and then upload the revised file.
- The balances will automatically updated on screen below the upload option once the file is successfully uploaded. Check all balances and click on save icon to continue further. PLEASE NOTE THAT THE VIEW OF THESE FIGURES IN TABLE IS NOT FINAL SUBMISSION TO THE EXCHANGE. Click on Floppy icon to save and move to next screen of Reconciliation tables
Reconciliation Tables
These three reconciliations will be generated based on the data submitted and as given in SEBI circular enclosed in NCDEX/COMPLIANCE-016/2016/239 dated September 27, 2016. Click on the save icon to continue further.
Summary
a)The summary screen will appear having details of reconciliation tables. The remarks for the mis-utilisation observed (Enter Remark in “Member’s Reply Column” when “whether member reply required column” is ‘Yes’)is to be entered in the last column of “member reply”. Enter the remarks,the remarks should not be more than 1000 characters.Nowclick on save button to go ahead for final submission of the data.
b)Further, user can export the data submission, reconciliation and summary tables by clicking the export icon in every screen.
The pop window will appear confirming the final submission of data. Click on Ok to Submit and Cancel to edit.
c)Data once finally submitted cannot be edited again. Please check the details before finally submitting the data.
Export
Once the file submission has been done, the user will be directed to first screen of data submission, the data will be freezed and there will be no option of uploading the file.
The user can download the files of data submission, reconciliation table and summary table from the export option available on each screen.
It is advisable to Export the files and keep in the records.
- Data Submission Screen
- Reconcilication Screen
- Summary Screen
Uploading client's funds and securities balances
File upload
Member has to upload the template file with all the details as mentioned in file. The format of data to be submitted is available in the downloads section on the Exchange website as point no.35- Enhanced supervision formats from January 2018 as Annexure – 2Consolidated Fund and Security and commodities details. (
Also from the submissions for the month of January 2018 i.e. Batch date 31st January, 2018Members need to submit Annexure- 3 Client wise ISIN wise securities details, giving out details of the Securities mentioned by them in Annexure-2 columns F to J, the same is available in the downloads section on the Exchange website as point no.35- Enhanced supervision formats from January 2018. ( (Please note that from 31-Jan-2018, software provisions are changed for this and it requires these details even if someone submits/resubmits forearlier month.)
Note: If Member does not have any client securities with him for any client then in column F to J of Annexure-2 Member will enter 0 (zero) for all UCC and in that case Member need not submit the Annexure-3.i.e. Annexure-3 to be ignored.
File formatsare as follows:
The client-wise data needs to be updated via file upload system. Files will be in csv format - E.g. for the batch date 31stJanuary, 2018 for the Member ID 21 file namesare as follows:
1. Funds and security details:
NCDEX_00021_Monthly_FundSecBal_31012018.csv
2. Client-wise securities details:
NCDEX_00021_MONTHLY_FUNDSECBALDTL_31012018.csv
Submission Process:
- Login to NCFE
- Go to menu Compliance ->Enhanced Supervision>Fund Security Balance
The screen will appear as shown below:
c.Once the date is selected, following screen will appear.
d. When Client-wise security details file is applicable to the Member, following message will appear on the Screen after uploading fund and Security balance file.
Instructions for submitting the file :
- Do not alter the name of the files and format as well text in the file. Enter the details from Row no.2
- To avoid spacing error at the time of uploading, open file in Notepad then press CTRL+END, if cursor is below the last row, then pressBACKSPACE, the cursor should be immediately after date in the last row, now save, close and upload the file)
- All records in the files should be correct and without any errors. The file will not be uploaded until all records are corrects.
- The size of the file cannot exceed 10 MB.
- All fields are mandatory. Enter zero if the particular field has “Nil” value or the same is not applicable.
- Multiple files having different clients can be uploaded for a particular batch date.
- Every client must be reported at once.
- If particular file has duplicate clients, the record will not be updated for that client and it will be given in error file after UCC verification.
- Data once uploaded cannot be revised or uploaded again.
- The data to be given across all stock exchange
Validations:
1. Consolidated Fund and Security and commodities details
Sr.No. / Column Name / Validations1 / Client Name / Alphanumeric
2 / Unique Client Code / Alphanumeric
3 / Client PAN / Alphanumeric
4 / End of day fund balance as per client ledger (NCDEX) / Numeric ( The Debit balance should be reported with negative sign)
5 / End of day net fund receivable/payable / Numeric ( The Debit balance should be reported with negative sign)
6 / End of day security balance-total number of ISINs / Numeric >=0 (no decimals allowed)
7 / End of day security balance-total quantity of securities / Numeric >=0 (no decimals allowed)
8 / Total no. of ISIN Pledged / Numeric >=0 (no decimals allowed)
9 / Total Quantity of securities pledged / Numeric >=0 (no decimals allowed)
10 / Funds raised from pledging of securities (RS.) / Numeric >=0 (no decimals allowed)
11 / End of day commodity balance no. of commodities / Numeric >=0 (no decimals allowed)
12 / No. of commodities pledged / Numeric >=0 (no decimals allowed)
13 / Funds raised from pledging of commodities (RS.) / Numeric >=0
14 / Last balance settlement date / DD/MM/YYYY (Date should be segregated with forward slash ( / )
2. Client wise ISIN wise securities details
Sr.No. / Column Name / Validations1 / Client Name / Alphanumeric
2 / Client ID / Alphanumeric
3 / Client PAN / Alphanumeric
4 / ISIN of the security / Alphanumeric
5 / Security Name / Alphanumeric
6 / Quantity of securities / Numeric >=0 (no decimals allowed)
7 / Quantity of securities pledged / Numeric >=0 (no decimals allowed)
8 / Funds raised from pledging of securities (Rs.) / Numeric >=0
Error Log
- If there is an error in the uploaded file, user will get an error message and log
- Click on the error log icon to get the error log file
- Rectify the errors and then upload the revised file. The revised file will be successfully uploaded.
The following message will appear afteruploading the file.
Processing of file after successful upload
After successful upload of file to the Exchange, the file will be processed for UCC verification and will be updated in the Exchange database. Auto generated email will be sent as below:
- If all UCC records are correct- The success upload email will be sent and table will be updated.
- If there is UCC mismatch/duplicate UCC error. The records with errors will not get updated. The records without errors will get successfully updated and will reflect in the table on the screen of fund and security balance upload.
The process of UCC verification and sending of auto generated email may take few hours to complete.
However, the date of uploading the file will be considered as Date of Submission to the Exchange.
Following is the final screen after processing of the file:
Export
Total records uploaded can be exported in one file through export file option. Further, number of total uploaded records will be updated on the screen as and when file is processed for UCC verification.
- Member is advised to take the Screenshot of the upload screen after he gets the processed Status.
- Also Member is advised to Export the files uploaded for future reference and for inspection purpose.
Some Common FAQs:
Q1.What are the due date for the Submissions under Enhanced supervision?
Ans. Due date for Submissions are as follows:
Client fund monitoring details: on or before the next three trading days from the last trading day of the month.
Client fund and securities details: Within seven calendar days from the last trading day of the month
Member should also refer below mentioned circulars since frequency for submissions will change from monthly to weekly in certain submissions from 01-April-2018 and also keep note on future circulars from SEBI / Exchange
Q2.Which Circulars I have to refer to related to Enhanced supervision?
Ans. Following are the various Enhanced Supervision related circulars on Exchange website.
NCDEX/COMPLIANCE-016/2016/239 datedSeptember 27, 2016
NCDEX/COMPLIANCE-024/2016/342 dated December 22, 2016
NCDEX/COMPLIANCE-009/2017/156 dated June 23, 2017
NCDEX/COMPLIANCE-010/2017/167 dated July 04, 2017
NCDEX/COMPLIANCE-011/2017/182 dated July 26, 2017
NCDEX/COMPLIANCE-014/2017/241 dated September 25, 2017
NCDEX/COMPLIANCE-22/2017/326 dated November 30,2017
NCDEX/COMPLIANCE-001/2018/007 dated January 05,2018
Q3.Which circular I have to refer to for the Penalties relating to Enhanced Supervision?
Ans. The Penalties relating to Enhanced supervision are provided vide Exchange no.
NCDEX/COMPLIANCE-020/2017/285 dated October 31, 2017.Refer page 14 of the Circular.
Q4.When I upload the file I get the Error as ‘Number of columns in row are not matching’,how to remove this error?
Ans. User gets this error when the data is entered outside the columns provided in the file. User has to ensure that data is entered in provided space only.
User will also get this error every time due to the structure of .csv file which creates the extra space atthe end of the file. Follow the steps as below to remove this error:
-Open the file in Notepad.
-Press CTRL+END to go to the end of the file.
-Press BACKSPACE till the cursor is not immediately after the date (last data field) in last row.
-Save the file and upload the same on NCFE portal.
Q5.I am getting the error as ‘The value of last balance settlement date should be in DD/MM/YYYY format’, how to remove this error?
Ans.User gets this error when the format validations are not followed. The date should be separated with
Forward slash (/ ) and not with hyphen ( - ). User is advised to ensure the format by opening file in Notepad.
Q6. I have uploaded the Client funds and securities Balance file (Master file), but the status is still as ‘Pending to be processed’ even after few hours, what might be the reason?
Ans. User has to ensure that he has also uploaded the Client-wise Security details (details file), whenever applicable to be submitted. The Master file alone will not get processed whenever details file is required.
Q7. When do I need to upload the detailed client wise security details file?
Ans.If Member do have any client securities with him for any client then in column F to J of Annexure-2 Member will respective details for all UCC and in this case Member need to submit the Annexure-3 .i.e. Clientwise ISINwise security details file.
Q8. Do I need to take the Screenshot of upload screen?
Ans. Yes. Member is advised to take the screenshot of upload screen once he gets the ‘Processed’ status after uploading files.
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