Manual dealing instructions - How to upload orders via the portal

Please note that it is the DFM's responsibility to process the upload and SS&C Hubwise will not be actioning FreshDesk requests unless there is an issue.

How to upload orders via the portal:

1. Navigate to the admin menu and manage upload function

Please speak to one of your firm admins if you do not have the required permissions. 

2. Use the ‘new upload’ function and select ‘order upload’

3. Use the ‘download template’ function and fill in the spreadsheet with the information required for the order

1. Customer code (7 digit customer number, eg HUBWISE)

2. Client account number (11 digit account code, eg HW00000123A)

3. ISIN Code (ISIN for security)

4. Action:
   - Invest (I) - Specify the cash value to be invested into the instrument
   - Redeem/Raise (R) - Specify the cash value to raise by selling the instrument
   - Sell (S) - Specify the number of units to be sold
   - Buy (B) - Specify the number of units to be purchased. Note: buys are currently not available so either input an invest order or contact us via FD to action manually. 
   - Switch (W) - Specify the instrument to be sold in full and the instrument for the cash proceeds to be invested in. Note instrument switches are also not currently available.
   If a switch is required, complete an upload for the sell first, then another for the invest once cash has been made available. 

5. Value for redeems/raises, invests or switches

6. Currency

7. Quantity for buys or sells

8. ISIN code 2 for switches

9. Market Currency 

10. Exchange

Note - if currency/exchange is unknown, select currency GBX and exchange XLON, then alternatives will be listed at the validation stage if incorrect. 

11. Order date in format YYYYMMDD

12. Order time in HHMMSS 

Note: excel files will cut-off leading zeros. Either use 10am onwards or double click the error cells and add the zeros back in once imported. 

13. Order requested by (DFM/Client)

14. Employee Reference (reference of the Adviser/DFM employee processing the upload, in the format E001234 - can obtain via the portal).

15. - V) Do not need to be filled in

Example:

4. Press the ‘click to upload’ button and select the file created, this should populate the tableas per the below:

Any missing field will show as an error as seen above; this can be altered in the table by double-clicking the cell.

5. Press validate, this will validate the accounts and actions to ensure there is sufficient cash/holdings. The system will also check ISINs, exchange and currency match; if there is a matching error, select “Options” and choose the correct one:

6. Press upload to send the orders to market

7. The upload should be processed within 15 minutes. Go back to the manage upload main page and check the status of the upload:

1. Status new: file is processing

2. Status completed: file is uploaded

3. Status error: issue with file upload, click view, view the error(s) in the right-hand most column. You may need to navigate through pages to find the error(s). Re-upload if necessary