Book Costs Upload Process

Where assets are re-registered, Hubwise will need the original book cost of any assets in a GIA to be able to correct produce CGT reporting etc.

Where assets are re-registered electronically and the ceding scheme provides the book cost we will automatically update these.  This is unfortunately not common and most ceding providers do not provide book costs.  

If they are not provided then Partner Firms will need first need to source this information from the ceding provider. 

This article outlines the process to be followed by a partner Firm to update book cost values through the Adviser Portal 

Book Cost Template File Format

The book cost file can be either a spreadsheet (xls) or a CSV text file. The format of the file is as follows: 

• Hubwise Customer Code – 7 char code which is allocated when a Firm signs up. Your user id for login will be validated to make sure that you have access to the customer code that has been entered. 
• Client Account Code – 11 char code for the client account 
• ISIN – The ISIN received as part of the re- registration 
• Quantity of Holding Transferred In – 15 length, 6 decimal places 
• Book Cost Currency – GBP or USD or EUR 
• Book Cost Value – enter the book cost value; 15 length, 2 decimal places 

A blank template can be downloaded for use as part of this process as explained later in the article

Manage Upload

Please select “Manage Upload” from the Administration menu. If this menu item is not available, contact your Firm’s platform Administrator and request that this function is available. 

The following screen will be presented when requesting Manage Upload and then select ‘new upload’: 

Through the selection of Bookcost Adjustment after a Transfer in (ISIN), the following screen is presented: 

This screen gives a choice, either to download a blank spreadsheet for completion, or to upload a spreadsheet (or csv) for validation. Please refer to the below section for the required format file. 

With a file available for upload, simply select the upload button. This will prompt you to select a file from your file store. The file will then be loaded into the application and the file records will be presented in the table as shown below: 

Next, select the “validate” button. this will validate both syntax and the existence of the account, instrument and currency. Where an error arises, the record is highlighted and hovering over the error gives an explanation as to the issue. 

With no errors arising the file is then available for “Upload”. Selecting “Upload” will place the file on a queue for processing. It should not take longer than 15 minutes to process file. You can view the files that have been uploaded through the below page. When the file is awaiting processing, the status will be “New”. For processed files the status can be either “Error” or “Completed”. 

For a processed file with an "Error" status, there will be one or more records which the system failed to update. This could be due to the book cost already being up-to-date or the system being unable to match the transaction with the details provided. 

The file process will also conduct similar checks to that performed in the file validation step previously. This needs to be performed to ensure that there have been no changes in the intervening period. To view the contents of the file and any errors that may have arisen select “view”. A screen similar to the below will then be shown: 

An error message will appear next to each failed transaction. Any lines without an error message have successfully been updated.