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1. Disposal Input Screen Right click to get help on the field Cusip 256206 10 3 Category CS Portfolio Main GL Definition Common Stock Name Dodge amp Cox Int l Stock Fd 1048 Available Shares 221126 277000 Type 9201999 USA Common Stock Mutual Funds Actual Cost 6845604 950000 Disposal Information Disposal options Select Disposal Order FIFO C UFO C LotOrder Disposal Trade Date 8 1 2013 Return of Capital Disposal Settle Date 8 10 2013 Full Disposal Purchaser A G Edwards Stock Spin Off Disposal Shares 15862 I Capitol Gain Consideration 1564325 Interest Dividend Received 0 Cusip Lot Disposal Disposal Available Disposal Int Div Consideration Type Factor Units Shares Recvd Received 256206 10 3 if e 0 518118 8218 380000 8218 380000 0 00 810 504 18 256206 10 3 8 JP 0 481882 13306781000 7643 620000 0 00 753 820 82 256206 10 3 9 524 577000 256206 10 3 10 2862 543000 256206 10 3 11 11163 829000 256206 10 3 12 3069 483000 256206 10 3 13 21822 149000 256206 10 3 14 6407 296000 Li Save Disposal Close Enter the proper information to record the disposal The fields and values are Select Disposal Order FIFO First in First out This is the default or LIFO Last in First Out Lot Number Order Disposal Trade Date Enter the date that the security was sold Disposal Sett
2. CODE DESCRIPTION NOTES 1 RMBS Prime Residential Mortgage Backed Securities consisting of first lien mortgages whose borrowers are considered prime Generally prime borrowers have a FICO score of 660 and higher FICO score is a consumer credit score developed by Fair Isaac and Co that is a numerical summary of the relative likelihood that an individual will pay back a loan 2 RMBS Non Prime Consisting of first lien mortgages whose borrowers are considered NON prime Examples include subprime and ALT A borrowers Subprime is a first lien mortgage loan made to a borrower who has a history of delinquency or other credit problems ALT A is a first lien mortgage loan that generally conforms to traditional prime credit guidelines although the LTV loan documentation occupancy status or property type or other factors may cause the loan not to qualify under standard underwriting guidelines 3 RMBS Home RMBS secured by Home Equity loans Equity Usually a junior lien mortgage loan that makes available to the borrower a revolving line of credit allowing periodic borrowing and subsequent repayments 4 RMBS Other RMBS not included in 1 through 3 5 CMBS Commercial Mortgage Backed Securities A type of mortgage backed security that is secured by the loan on a commercial property 6 ABS Credit Card Asset Backed Securities collateralized with credit card receivables 7 ABS Auto Asset Back
3. Backup File Maintenance i C Restore C Receive from Support Backup Type Normal Begin Backup Include backup files Include EOM files Transferto Support Include Prior Year files All Files This setting will back up the standard PortMan data files Close PortMan User Manual Version 2015 08 Page 182 Copyright Accurate Business Systems 2015 Backup file names Backup files are created using unique names for each backup This lessens and nearly eliminates the possibility of a prior backup file being overwritten by another newer backup The naming convention utilizes a combination of the following date elements to produce a unique name Company Name Current Month Year Year Month Day Hour Minute Second Backup Type selected Creating a Backup To create a backup follow these steps 1 Open Portman If you have more than one PortMan company this process must be done for each company 2 Click the Utility Utilities Screen menu items and confirm or set the Backup folder to the desired location Close the Utility Screen PortMan Utility Settings Company Name Company Type P amp C NAIC Nember Enter Write Down Test Amount Use 20 not 2 Conversion Date Default Pricing Service Trade or Settle F Select T for trade date for settle dots Statement Software Vendor TCP Select Vendor trom Drop down list Enter a Y if this company processes IMR Enter the At of da
4. All Files This setting will back up the standard PortMan data files Background File Transfer Process Portman Data Portman Backup File Customer Site Support Call le c D L e cue y User s Portman Accurate Business User Data Data Archive Systems Portman Support PortMan User Manual Version 2015 08 Page 186 Copyright Accurate Business Systems 2015 Receiving Files from Support WARNING Restoring data files is potentially damaging to your data and should be done with extreme caution The Backup File Maintenance screen provides the ability to receive data files from Support This process acts in the same manner as the restore process with the exception of the fact that the file you will be restoring is coming from PortMan support Typically this process is used when you sent your files in for editing and you are retrieving the corrected files from support In order to receive a file you will need to first get your file code from support Your file code will be different each time you receive files A file code will be similar to this a1892e The file code is nothing more than an identifier that is used in conjunction with other data to assure that you get the correct data files The screen will look like the following image Backup File Maintenance Backup f Restore WARNING WARNING WARNING WARNING Resto
5. Associating a security to the correct portfolio eene enne enne ener trennen enne 60 Importing the Custodial Statement sseseeseeseeeeseeeeee nennen nennen rennen ener trre tene teet trennen nen 61 Import Files EI 62 Imported Files Eye Eist ierit tesis EE E A ERI Pest eve p Ed E E bee ein ee aE 63 Imported Files Processing ACLUODS iieiiee eee tie Lote Oed ese coget ee tL Re tea cot e Mt ape Re ve e Reno iE sue peseborbussaedbeyiegedeuoed 64 Imported Files Detailed Information iacit cie sese et et canes neue a eben iba EN EEA aa Eaa ike 64 Imported Files Printed Report eene tenente tete teen etica ter dl roe ose eE ia SEE cines 65 Market Price Timport EET 66 lupo 66 hup EE 66 Creating a Tab delimited Market Price File neis ason eenen rN Ne EEEa aE EAS EE aki 66 Creating a Tab delimited W CRP Market Price File sssesseeseeeseeeeerenrenee eene nennen nenne 68 Importing the Market Price File tette ie bb CES Eiren ee cO HERE Le Ee reb e Ease 71 Understanding the rror report onere teer epe ri ect Opp eee seas esti ERR RE EE 72 Possible BUCO PEE 73 Market Price Import ReSults s siSocssssacvssasatasnass cdctbovbes inensis denen e nee e Een EEOSE R EEE EENE EEEO EENDE REO 74 Vear End PFOCOHUFGS sic issaisssessevacs Un nre iue Od aO OON UNO DES Ta OD NIE OUR aE IGT 75 Year End Program iet ee tu
6. For input checking you will want to print the Pre Post Transactions report The Pre Post Transactions report is a one sided single entry accounting report that lists each security with the associated Port Mian transaction Code If all transactions are correct you will run a backup and post the transactions A backup is run to ensure that you can recover if an entry is incorrect or the power goes out while you re posting the transactions Choose Transactions Post Transactions to post A posting is required because there are internal events such as quarterly information that must be recorded in the system The listing of PortMan transaction codes as well as their description and normal entry follows Code Explanation 1 Code 1 signifies a purchase of a security The figure you enter updates the Book Value and Actual Cost fields Code 1 is a Debit entry 2 Code 2 signifies a full disposal of a security The figure entered updates the Disposed Book value field and flags are set that alert the system that more processing must take place such as Consideration Code 2 is a Credit entry 3 Code 3 signifies a partial disposal of a security The figure entered updates the Disposal Book Value and Book Value fields and flags are set for further processing Code 3 is a Credit entry 4 Code 4 signifies a Book Value increase or decrease A Debit entry increases the Book Value and Book Value Increase fields A credit entry decreases t
7. 00206R AF 9 100 05 4 00206R AJ 1 106 57 1FE 5 00206R AR 3 1FE 6 00209T AA 3 117 30 1FE 7 002819 AA 8 109 83 2FE Saving the Market Price File When you have your market price worksheet ready you can save it in required format by following these steps 1 Select the worksheet that contains the Market Price Data 2 For EXCEL 97 or 2003 from the menu choose a File gt Save As gt b Browse to the location that you wish to save the file in c Click the Save As Type as seen below and select Text Tab delimited txt En 00cil Saveni MyDoaments e amp X Gal ek zz melee Bl Corel User Files Pdxrriv HTML O QPPriv My Music SnagIt Catalog Loc My muvees Symantec Options Aj my Pictures IC WebEx My Videos 3 2007PR xls 8 Book xls Nolo Documents Backup Booki l xls Em xls X File name Save as type Microsoft Excel 5 xs memes xls Microsoft Excel 97 amp 5 0 95 Workbook xls d Enter a name for the file in the File name field e Click Save f Click OK and or YES in the following dialogs 3 For EXCEL 2007 from the menu choose PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 167 a Click the OFFICE button fS cie Save As Other Formats es New Say uve erre ne uz ur ence YrUTRU V UR x FRE Excel Macro Enabled Workbook a Open a Save the workbook in the XML based and macro enabled file format l or
8. 8 8 2012 Complete USBank 5056000588 Plan 1 Comprehensive Transactions Select Import File cAdata importnhh 07 jul Comprehensive Transact Start a New Import uini Mark as Complete Delete s Selected Report Style gt C critical C wamings info C all records Print Report Process Income Process Disposals Output toPtinter toScreen port File Status File Records 197 Records to Process 83 Transactions Processed PostErrors Interest 49 107 807 54 Interest Dividend 0 00 Dividend Paydown 32 845 723 01 Paydown Disposal 2 415 264 29 Disposal Disposal Interest 0 00 Disposal Int Other Lines in File Unsupported Critical Errors Acct Filter Errors Procese otal l The process of importing data is completed in a series of steps They are 1 Import the File 2 Process Income if any 3 Process Disposals if any I To facilitate these steps the custodial import screen is divided into two distinct sections Import Files Imported Files PortMan User Manual Version 2015 08 Page 161 Copyright Accurate Business Systems 2015 Import Files On the right hand side of the screen you will see port Files Comprehensive Transactions Select rt File data importnhh 07 jul Comprehensive Transact Start a New Import To begin the import process you need to have previously completed the requirements section of this topic The following are some import facts
9. Possible Errors Error Text Meaning Import Result Duplicate Record Multiple records in the import file contain Only the first record identical data CUSIP Price NAIC Desig found will be processed No Securities Exist There are no securities in your database in Import record ignored any portfolio that match this CUSIP number Price xxx is not a valid The data supplied for the price is not a valid Import record ignored number number Numbers can contains digits 0 9 commas and Periods Nothing to do No Price The record in the import file has a CUSIP Import record ignored or Designation supplied but does not have a price or a NAICDesignation Multiple Prices for The CUSIP listed has multiple prices defined All records for this CUSIP imported in the file on multiple records CUSIP will be ignored Multiple NAIC The CUSIP listed has multiple NAIC All records for this designations for CUSIP Designations defined in the file on multiple CUSIP will be ignored imported records Security type mismatch The CUSIP listed is a Preferred Stock in the All records for this Import P Secz import file but you are holding it as some CUSIP will be ignored other type of security This may error occur on the AVS Import Valuation Indicator is The CUSIP listed is a Preferred Stock in your All records for this blank holdings and is listed as FE Filing Exempt CUSIP will be ignored in the import to use the import feature for this security the Valuatio
10. This indicates the location where Backup files will be created This should not be the same path displayed on the Data Directory path Clicking the path displayed should open a Windows explorer view of the path ig Users Logged on Indicates which users are currently using PortMan Those users may be in un other companies E FTP Enabled Indicates if the user has the ability to transfer data files to support f qo Master Update Enabled Indicates if the company is using a Master copy of Portman to keep the version up to date PortMan User Manual Version 2015 08 Page 112 Copyright Accurate Business Systems 2015 Main Menu Choices File This choice will bring you to the File sub menu Exit Use this to exit the program and return control to Windows Print This choice will bring you to the Report printing screen Instructions for use are provided on the Print selection screen Backup Simple This selection backs up the system files The backup takes only a few minutes and can save you hours or days of trouble The default location for all backup files is the data directory You can and should change the location from the Utilities screen Backup Compressed This selection provides greater flexibility for creating backups of your PortMan files The data files will be compressed into a ZIP format and named with a date time stamp This naming process allows for the creation of a new and distinct backup file as o
11. receive payment the amount due the due date if it is overdue and a space that can be used to fill in interest payments as they come in if you choose to Two additional reports may produce data The BOOK Value Adjustments report will tell you if an investments book value was adjusted based on NAIC Designation Market Price and Amortized Price The Expired date report will warn if you have investments that have important dates that are about to expire These arte date such as maturity dates Expected Maturity Date and Call Option Date PortMan User Manual Version 2015 08 Page 54 Copyright Accurate Business Systems 2015 Printing Reports The system is now ready to print the reports that you will want for end of month figures The reports you print will be up to you but you will want to print at least the Schedule D by GL Type and the Active and Disposed reports The Schedule D by GL Type report lists all information on the Schedule D pages sub totaled by GL definition The Active reports contain most all of the information of Schedule D Parts 1 amp 2 Disposed has Part 4 information and Part 3 has Acquired information The report menu is reached by choosing File Print from the Main Menu Check each report that you want to print and then click on the PRINT SELECTED REPORTS button to begin printing Right clicking on any report choice will give a description of the report that will be printed Quarterly Reporting PortMan provides you
12. reports ask if you also want to receive the data in spreadsheet format Print Summary by Country report Print the Issuer report and the NAIC Desig Percent report These are used in the supplemental section Print the Twelve Month Loss report to display any securities that have been in an unrealized loss position for all pricing points in the previous 12 months e After all data is approved and in the statement software a run Year End and then Month End in that order to get ready for January processing If for any reason the Year End generates an error message DO NOT run it again Bs call us PortMan User Manual Version 2015 08 Page 75 Copyright Accurate Business Systems 2015 Year End Program The Year End program closes out the present year and gets the system ready for the year that is about to begin To run the program choose Year End from the Program Menu The program verifies that you intended to run Year End and continues if you answer Y terminates if you answer anything else PortMan User Manual Version 2015 08 Page 176 Copyright Accurate Business Systems 2015 Reports The report Menu is accessed by choosing File Print from the Main Menu You will see a screen that looks like the following Ki PortMan Print Selection E File Year End Reports Detail Reports Diagnostic Reports Miscellaneous Reports Portfolio Reports Schedule D Reports GL Reports Month End Reports E Portf
13. schedule D COode eas tae e cen eee bre eti eee eere ER Ee cb eee ebd oan uh 51 Schedule D Encumbrance Code sss eene nennen nent nein eene enne EEEE VERENE ASS 52 Depart 53 Amortzation Program tei te tec etri et obi ti Ie e HE Ee Haye ret TU S eeu Ped ie a ER EPUM OE dE Erbe dv aeq 53 Month End iuri MERE G E EE 53 Primtin Reports DE 55 Quarterly orti 55 Editing and Viewing Securities inia ter p n ete reet eet ER ee tbe ed e Eee Mo ede e ee E aai ee Rede da pa 56 Editing and Viewing Due and Accr ed 5 iere ed etiiseee retten eet ete eiecti gessi tit esed ede E O E rie keep eua 56 Posting Market Information E RN 57 System ImpOFts sisssscssssssvassssssessasssivascassseesssassosscesessscessesassesseasosessecsesessnsssssssessenssaseosssaasascsns seasacasisasvaseasedesascassoasesbsces 58 Custodial Statement Import 5 perterriti tee tee derer UE Ere eed a aE o scbbsoues diese ee He e coke 58 PULP OSC xs vids 58 Requirements ineine isre aenean r oae aeae eaa nahigi dope A EE En TO EERE AEU aeania ER Ear EEn EE R AES 58 Supported Files and Transaction Types eesesseeeeeeeeeeneen nenne arisna si ki Es Ee er E N EREN EREE NE 58 Setup Assigning an Account number to a Portfolio sese enne nr enn 59 Setup
14. 132 Copyright Accurate Business Systems 2015 Is this security a CMO or MBS There can be significant differences between a Mortgage Backed Security and a Collateralized Mortgage Obligation But at the same time there are many similarities To be brief a MBS is security that is a pool of mortgage loans They pay monthly payments of interest and principal to the investor from the first month of issue until the entire principal is repaid A CMO is usually backed by mortgages they can also be backed by any number of other types of expected payments but they don t have to pay the principal back every month A CMO takes the cash flow stream from the backing instruments and repackages them in different segments called tranches that have differing pay back characteristics They usually pay monthly but they don t have to It is also common for a CMO to pay interest for a specified period of time and then start paying down principal PortiVEan handles these events using industry standard conventions It is also worth noting that MBS s can be entered as CMO s but not vice versa If a MBS is entered without any of the special features of a CMO it will be handled the same as if you entered it as a MBS We recommend that you enter a monthly pay MBS or CMO as a Bond security type if you don t receive the extra information that MBS s and CMO s require Everything will be handled the same except for amortization If you don t have correct PSA s fo
15. 2 signifies a full disposal of a security The figure entered updates the Disposed Book value field and flags are set that alert the system that more processing must take place such as Consideration Code 2 is a Credit entry Code 3 signifies a partial disposal of a security The figure entered updates the Disposal Book Value and Book Value fields and flags are set for further processing Code 3 is a Credit entry Code 4 signifies a Book Value decrease or decrease A Debit entry increases the Book Value and Book Value Increase fields A credit entry decreases the Book Value and increases the Book Value decrease field Code 4 can be a Debit or Credit entry Code 5 signifies interest or dividends received for a security Code 5 is a Credit entry Code 6 signifies Accrued Interest Paid The entered value updates the Accrued Interest Paid field Code 6 is a Debit entry Code 7 signifies a Disposal Profit The entered value updates the Disposal Profit field and flags are set to signify further processing Code 7 is a Credit Entry Code 8 signifies a Disposal Loss The entered value updates the Disposal Loss field and flags are set to signify further processing Code 8 is a Debit Entry Same as 4 above but amount is attributed to a disposal Disposal Book Value Increase or Decrease fields are updated PortMan User Manual Version 2015 08 Page 189 Copyright Accurate Business Systems 2015 Structured Security Collateral Types
16. 4 509 198 30 Disposal Interest 0 00 Disposal Interest Records in File 185 Records to Process 76 Records Processed 74 Unsupported 109 Post Errors 2 Critical Errors 0 Accounts Filter Errors Transaction Type Disposal 912795 5Z 0 U S TREASURY BILL02 07 2013 Maturity date 2 7 2013 ID 144 Transaction Date 7 11 2012 Trade Date7 10 2012 Settle Date 7 11 2012 CashAmount 399 591 71 Process Date Import Msg No Tax lots for this CUSIP Portfolio may need to acquire first 94975P 40 5 WELLS FARGO ADV GOV MMK I Maturity date ID 168 Transaction Date 7 16 2012 Import Msg Processed Trade Date7 16 2012 Settle Date 7 16 2012 CashAmount 3 907 295 07 Process Date 9 33 39 AM 8 8 2012 94975P 40 5 WELLS FARGO ADV GOV MMK I Transaction Date 7 19 2012 Trade Date7 19 2012 Maturity date ID 171 Settle Date 7 19 2012 CashAmount 599 897 76 Process Date 9 33 40 AM 8 8 2012 Import Msg Processed 94975P 40 5 WELLS FARGO ADV GOV MMK I Maturity date ID 185 Transaction Date 7 26 2012 Trade Date7 26 2012 Settle Date 7 26 2012 CashAmount 2 005 47 Process Date 9 33 41 AM 8 8 2012 Import Msg Processed Transaction Type Interest 94975P 40 5 WELLS FARGO ADV GOV MMK I Maturity date ID 4 Transaction Date 7 2 2012 Trade Date Settle Date CashAmount 11 11 Process Date 9 30 12 AM 8 8 2012 Import Msg Processed 03063P AC 6 AMERICREDIT AUTOMOBILE RECEIVABLESA B S SER 2010 3 CL A3 Maturity date 4 8 2015
17. 58 5 58 27144 Y 360 37 P 10 1 2020 66285W FS 0 1 BN 8 1 2013 USBank IN TX TOLLWAY AUTH REVENUE 44 535 00 44 550 00 Y 1 000 000 00 2 1 2030 664754 S8 2 1 BN 8 1 2013 US Bank Lond NORTHERN AZ UNIV REVS 31 00425 31 004 25 Y 1 005 000 00 8 1 2024 92936G AA 8 1 CMC 8 1 2013 USBank WFDB 2011 BXR A 3 051 67 3 051 67 1 761 06 Y 998 238 94 P 7 5 2024 88732J AQ 1 1 BN 8 14 20013 USBank TIME WARNER CABLE INC 41 250 00 41 250 00 Y 1 000 000 00 2 14 2014 89655N AA 8 1 BN 8 14 2013 US Bank Londi TRINITY RAIL LEASING L P 4 94215 4 942 19 8 818 86 Y 1 116 529 11 P 8 14 2027 07387B AE 3 1 CMC 8 15 20013 USBank IBSCMS 2005 PWR9 A2 385 40 385 40 1 384 18 Y 96 287 54 P 9 11 2042 07387M AH 2 1 CMC 8 15 20013 USBank IBSCMS 2006 PW11 AJ 4 683 78 4 675 39 Y 1 000 000 00 3 11 2039 07388Y AH 5 1 CMC 8 15 20033 USBank BSCMS 2007 PW16 AJ 4 92178 4 915 87 Y 1 000 000 00 6 11 2040 17309D AF 0 1 CMC 8 15 20013 USBank CGCMT 2006 C4 AM 477417 4 949 22 Y 1 000 000 00 3 15 2049 17309D AG 8 1 CMC 8 15 2013 USBank CGCMT 2006 C4 AJ 4774 75 4 949 22 Y 1 000 000 00 3 15 2049 203233 50 7 1 PS 8 15 2003 USBank COMMONWEALTH REIT 7 500 00 Y 20 000 00 122541S AD 0 1 CMC 8 15 2013 USBank CSFB 2004 C1 A4 368 58 368 64 7 373 51 Y 85 740 24 P 1 15 2034 225470 G3 1 1 CMC 8 15 20013 USBank CSMC 2006 C1 B 6 75549 6 958 38 Y 1 500 000 00 2 15 2039 26441Y AH 0 1 BN 8 15 2003 USBank DUKE REALTY LP 13 500 00 13 500 00 Y 500 000 00 8 15 2014 361849
18. 6 6 US Treasury Note 2 5 8 15 2023 BN 2P 95 940 2FE 11 30 2013 95 9402FE BAA2 BBB 2FE 912828 VS 6 7 US Treasury Note 2 5 8 15 2023 3 BAA2 BBB 2FE 95 940 2FE 11 30 2013 95 9402FE NT E BN urrent Data Modified Data F H Derived CURRENT CURRENT Price NAIC A B C D E Mermning G Egan Other NAIC CUSIP Lot DESCRIPTION TYPE GL DISPOSED PRIC DESIG Date Price Moody S amp P Fitch DBRS AM Best Star Kroll Jones CRP DESIG Data changed 000000 01 8 1 Medical Underwriters of California CS 2 488211427 U 00758M 16 2 1 Acadian Emerging Mkt PTF 1 1260 CS 1 18 8320 L 021441 AE 0 1 Altera Corp 2 5 11 15 2018 BN 5 99 319 2FE 02153L AA 2 1 Alterra Finance LLC 6 25 BN 5 112 558 2FE 029912 BD 3 1 American Tower Corp 4 500 BN 5 107 822 2FE E Ree eee M res Mer E PortMan User Manual Version 2015 08 Page 74 Copyright Accurate Business Systems 2015 Year End Procedures e Process December as any other month but don t run Month End or Year End e Print the Pricing Report on the print menu to get a source document for NAIC prices and designations e Input the Prices and designations into PortMan by clicking on MKT from PortMan s main menu Type 12 31 YY when asked for the pricing date Please remember that all Bond CMO MBS and ST securities must have their NAIC Designation begin with a number between 1 amp 6 Preferred Stock PS securities must have a number between 1 amp 6 in either the second or third position of their
19. BN PROTECTIVE LIFE CORP 985 000 00 1 12 2011 743873 BK 6 1 icmo PFMLT 2005 2 1A1A 881 914 15 11 30 2010 Reset LOT to Previous Month 749343 AA T 1 BN RC BANQUE SA 1 000 000 00 4 11 2013 7591EP 10 0 acs REGIONS FINANCIAL CORP 10 000 00 17412008 760985 5A 5 1 cMO RAMP 2004 RS6 A14 0 00 0 00 11 23 2011 760985 XW 6 1 cMO RAMP 2003 RS7 Ai 187 530 93 8 20 2009 76111X RC 9 1 cMo RFMSI 2004 59 1424 420 310 11 2 11 2009 762243 XS 7 1 BN RHODE ISLAND ST HLTH amp EDUCTNL BLDC 800 000 00 12 5 2012 771196 AQ 5 1 BN ROCHE HOLDINGS INC 0 00 0 00 3 13 2009 78572M AE 5 1 BN SABMILLER PLC 500 000 00 11 7 2012 786514 BQ 1 1 BN saFEWAY INC 1 000 000 00 3 25 2013 80282R AE 1 1 BN SANTANDER DRIVE AUTO RECEIVABLES 230 000 00 1 11 2012 83363R AA 5 1 BN soc CONC AUTO CENTRAL 982 500 00 11 18 2010 Find the security that you wish to edit and double click the security Page 1 Double Click for Input Help Tes cwcaewmaw GMO Input Sereen 6 tee cere come J Scroon ath ee tes eem nen cem Cusip 784419 AD 5 Lot 1 G L Definition 3Bonds Industrial amp Misc Name Type Colatteral Type CMO Type 1 Non Accrual Princ Paid 1 Regular SLC STUDENT LOAN TRUST 3201999 US Ind amp Misc Issuer Obligations Category CMO Currency Denomination USD United States of America Dollars Vendor Raymond James Ist Plan Prin Pay Date 7 15 2011 Last Plan Prin Pay D
20. ID 5 Transaction Date 7 9 2012 Trade Date Settle Date CashAmount 2 130 72 Process Date 9 30 12 AM 8 8 2012 Import Msg Processed Print Date 10 1 2012 02 12 40 PM Data in the import file that belongs to an Account other than the one imported will be discarded These records are identified in the total for Account Filter Errors PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page Number 1 Page 165 Market Price Import Purpose The Market price import function has been added to facilitate the mass importing of prices from a spreadsheet in order to eliminate manual data entry The process updates the MKT Price and NAIC Mkt Price with the pricing data supplied Requirements In order to use the market price import function you will need a file that contains your pricing data and is formatted to meet one of the following definition types Tab delimited Cusip amp Price This is a simple format that you can create yourself using instructions below See Creating a Tab delimited Market Price File Tab delimited Cusip Price and orNAIC This is a simple format that you can create yourself using instructions below See Creating a Tab delimited Market Price File Tab delimited Prices with CRP ratings This format is used to import the Market price and the Certified Rating Provider Moody S amp P Fitch ratings from a file Typically this data would come from the hold
21. Price Initial data entry will have to be performed in the cases where the portfolio is managed manually Ideally the portfolio should be entered with the holdings as of January 1 of the current year The instructions to load each security are the same as in the Day to Day System Management section so we will use those instructions General Ledger Definitions Your General Ledger definitions will need to be created before PortMan can generate correct GL reports Each category of security that is in your ledger will have its own definition in PortMan You will most likely have at least two definitions One for fixed income bond securities and one for equities stocks Note You can get a listing of your definitions by printing the GL Definitions report on the report menu To enter the GL definitions choose Utilities from the Main Menu then G L Definitions from the sub menu General Ledger Definition Screen General Ledger Definitions Select a Definition Def Description Bonds US Govt Definition Number Description Bonds State 1 Bonds US Govt Bonds Corporates Com Stock Pub Utilities Com Stock Banks Tr Insurance Asset Suspense Com Stock Ind amp Misc 12010 11000 Mutual Funds Income Received Prepaid Income 80120 24000 Amortization of Premium Expense Accumulation of Premium Amortization 80123 12011 Accretion of Discount Income Accu
22. Schedule D in the Stmnt Val as Col 16 field Select the correct value in the Public or Priv Trade field Most all securities will be publically traded Select the correct category for AM Best s ABS Valuation and Duration Analysis in the AM Best Inv Type field Most if not all of your CMO securities will have a code 3 4 or 5 Your investment counselor can provide more information Select the correct value in the Tax Status field Select the correct value in the Portfolio field If you choose not to amortize this security check the Do Not Amortize field You will choose this if you want to show the gain in T Bills as interest as opposed to amortization If this bond is a Variable Rate security check the appropriate box This will flag the security as such on the Annual Statement and calculate interest accrued using the current coupon rate IF you have securities on special deposit THEN select the correct value for the next three fields Select the correct value in the Special Deposit Location field Select the correct value in the Special Deposit Where field Where deposited and purpose of deposit on Schedule E section 2 Enter the correct value in the Special Deposit Par field That s it The CMO is entered If you want to enter another security choose Records then Add a New XXX to add the next security where XXX is the security type If you re finished choose File Exit to move to the main menu PortMan User Manual Versi
23. Term securities that have been Term disposed in the current year Disposed Stock Lists information about partially and fully disposed stocks Summary PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 178 Due and Accrued A report displaying Due and Accrued for securities from the beginning of the year until the date the report was run The report can be grouped by NAIC Type Tax Status or Payable Mode You can include or exclude fully disposed securities Earned Spreadsheet Creates a spreadsheet that displays earnings for each security EOM Due Provides a list of securities and the amounts DUE for the current accounting month EOM Paid Provides a list of securities and the amounts PAID during the previous accounting month Expired Call List This list is compiled during Month End processing and displays any securities that are being amortized to a call date and that call date has or will soon expire GL Definitions Lists your defined general ledger definitions It lists each definition and its associated general ledger account numbers GL Detail Lists the double entry general ledger detail data for the period you specify The program will ask you to enter the beginning and ending dates GL Summary Lists the double entry general ledger summary data for the period you specify The program will ask you to enter the beginning and ending dates IMR Prints the In
24. a UDF3Title TE Fields in RED are required if applicable Fields in BLUE are calculated Bond Average Life Date Effective Maturity Portman will automatically calculate Yield to Worst based on the Maturity Date and Call date entered In so doing it will use the applicable date as the Effective Maturity The user can also enter an Average Life Date Ea This will cause PortMan to recalculate the Yields Including a Yield to Average Life Date Pricing Method and Pricing Source Pricing method and Pricing source can be set at the lot level by entering data here a Schedule D Code Use this field to select special characteristics about the investment E Schedule D Codes are Exchange Traded Funds Certificate of Deposit under FDIC Limit amp TBA securities T Class One Bond Mutual Funds Principal STRIP or other zero coupon bonds PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 151 Schedule D Encumbrance Code Use this field for investments that are on deposit and the default encumbrance code SD is not correct Schedule D EncumbranceCodes are C pledged as collateral DB placed under an option agreement DBP placed under an option agreement involving asset transfers with put option DR subject to dollar repurchase agreement DRR subject to dollar reverse repurchase agreement LS loaned or leased to others M not under the exclusive control of the reportin
25. addition to those above Note Fields listed in Blue Dividend Frequency First Due Date Expected Dividend Amount You will begin by Choosing Add from the Main Menu then Stocks from the Sub Menu You will see the following screen FEB File Edit Records Split Write Down Page 1 Close Page Double Click forinput Hep SOCK Input Screen Cusip MAEJPEDPZHI Lot 1 G L Definition Name Category CS Type Disposed Currency Denomination Shares Coupon Vendor Price per Share Div Frequency Initial NAIC Actual Cost First Div Date Book Value as 3 Market Value Par Value Expected Div ad Mad orPriv Trade 2 Publicly traded c Portfolio Issue Date rim Div Paid iE TESGE Maturity Date ay Schedule osea Dos pdt Call Date Ticker Symbol Encumbrance Code na Call Price Pricing Method Special Dep Where Trade Date Pricing Source Special Dep Shares d A Shares Settle Date UDF Title o ipn xi UDF Title Sum Tav Category UDF3Title Sch D Fair Value 1 C2 C3 Default Schedule D Code na Report On Schedule NOTE RED fields are required BLUE fields are optional Populate income screen GREEN fields are for Preferred Stock optionally To begin entering Enter the Cusip in the Cusip field Lot is auto filled Press Enter Enter the name of the Stock in the Name field PortMan User Manual Version 2015 08 Copyright Accurate Busine
26. e Each import will apply to a single Portfolio e If you have multiple Portfolios that share the same bank account number Each portfolio will need to import the file e If your import file contains data for multiple accounts each record in the data must be assigned the appropriate account number e Records in the data file that are associated to an account number that is different than the Portfolio s account number will be discarded and will increment the Acct Filter error This is not a problem it is simply data that we don t need to look at for the import at hand e Records in the data file that do not fit into the current Accounting period will be ignored and may cause the import to fail or show as complete without taking a processing action To get started enter Import for Portfolio Select your PortMan portfolio from the drop down Select Import File Type Some banks will have multiple types of files that can be imported select the type you are importing Select Import File Enter the full path to the file you with to import Most import transactions require the import file to be in a Tab Delimited text format You can use the browse l button to browse to the correct file if necessary Click the Start New Import button Your file will be loaded and made ready for processing next you should see merco 000000007 Your file has succesfully imported Click the Process Income or Process Disposal button to perform tha
27. each type of security you have in your General Ledger Refer to the Initial Data Entry instructions or call Accurate Business Systems for help PortMan User Manual Version 2015 08 Page 196 Copyright Accurate Business Systems 2015
28. from the previous Hanon attempt ES Market Price Import Screen ni x Select rt File ADev Development backup CusipsHeld P txt Apply to Portfolio ALL gt Stat Options Begin Import ge Import File Type IV First Row Header Tab Delimited Cusip amp Prices o Close Tab Delimited Cusip Prices and or NAIC e Tab Delimited Prices with CRP ratings e C NAIC AVS Format o C EPS Fixed Length format e PortMan User Manual Version 2015 08 Page 71 Copyright Accurate Business Systems 2015 7 Select which portfolios that you want the imported data to be applied to by choosing an item in the drop down list Apply prices to Portfolio z i BCI Begin Import MS ANCHOR MS BCI MS NWO e If your import file contains data for CUSIPS that are not part of the selected portfolio the prices will not be applied for those CUSIPS e If your import file contains prices for a specific portfolio and there are CUSIPs in the portfolio that are also part of other portfolios and you choose ALL the other portfolios will be updated as well 8 Click Begin Import to start the import process 9 When the records have been imported you will uod confirmation dialog that is similar to the Processing Completed with Errors o Processing Complete 621 Records read from file 48 Record errors 1226 Securities updated in the selected portfolio 48 record s of the 621 that were read frs the file c
29. just finished entering page 1 Page 2 has more information about the security which is updated by other parts of the program Page 3 contains all of the transaction information that has affected the security Page 4 contains the historical and projected cash flow schedule You can move to the pages by choosing File then Page 2 or Page 3 or Page 4 from the Menu or by clicking on the Move to Page 2 and Move to Page 3 buttons in the upper left hand corner of the screen Note If you choose to move off Page 1 you will be prompted with a question that asks Create the general ledger transactions associated with this security Choose Yes to create the GL transactions If you don t say yes to the question PortMan will generate the transactions when you leave the new security PortMan User Manual Version 2015 08 Page 140 Copyright Accurate Business Systems 2015 Adding Stocks Stocks require less data entry then bonds There are numerous fields on the stock screen that do not necessarily require an entry They are there to be used on an as needed basis Note Required fields are listed in RED The only required fields of entry for a stock are Cusip Shares Name Actual Cost Type NAIC Ctgy Trade Date GL Definition Settle Date Vendor Initial NAIC Book Value as Market Value as If you want a Stock s dividend amount to be included in the end of month reports and on the income list you will need to fill in the following fields in
30. main Amortize this security Enter an N in the Amortize this Security Field if you choose not to amortize this security You will choose this if you want to show the gain in T Bills as interest as opposed to amortization Tax Status Select the correct value in the Tax Status field Double click field to create edit or select from a list of choices for this field Variable Rate Enter a Y if this bond is a Variable Rate security This will flag the security as such on the Annual Statement and calculate interest accrued using the current coupon rate I Bond TIPS Check this box if this lot is an adjustment lot to the PAR of a TIPS security Schedule D Code Double click field to select from a list of choices for this field Special Deposit Loc If the security is held on special deposit Double click the field to from a list of choices for this field Encumbrance Code Schedule D encumbrance code Double click field to from a list of choices for this field Leaving the field blank will cause Portman to attempt to determine the proper encumbrance code to use if any Special Dep Where Select the correct value in the Special Deposit Where field Where deposited and purpose of deposit on Schedule E section 2 Special Deposit PAR Enter the correct value in the Special Deposit Par field PortMan User Manual Version 2015 08 Page 25 Copyright Accurate Business Systems 2015 Adding Bond
31. new securities to PortMan from three screens From the Main Menu or Security Edit Pick list screen begin by Choosing Add from the Main then select the security type that you wish to add While viewing the Edit screen of an existing security you can click the Record menu and select the security type that you wish to add From the Security Edit Pick list If you wish to add a new lot of an existing security select the existing lot in the pick list and click the Add New Lot button For each security type that you add a data entry screen will display and you may proceed to enter the required data As a general rule to successfully add a security you will need to provide data for each field that has been labeled on the screen with RED text In the examples to follow below those fields will be bold to distinguish that they are required Trade Date Settle date Quick Entry Trade date and Settle date fields allow multiple methods and formats for entering dates Plus When the cursor is focused on either a Trade date or Settle date pressing the PLUS on the number pad will increment the date by 1 day If the field is blank it will default the field to the first day in the current accounting period Minus When the cursor is focused on either a Trade date or Settle date pressing the MINUS key on the number pad will decrement the date by 1 day If the field is blank it will default the field to the last day in the current account
32. that must be paid out before dividends to common stockholders and the shares usually do not have voting rights The precise details as to the structure of preferred stock is specific to each corporation However the best way to think of preferred stock is as a financial instrument that has characteristics of both debt fixed dividends and equity potential appreciation Also known as preferred shares Short Term Use this to add Short Term securities to the master file You will use this choice when adding investments that mature more than 90 days and less 365 days from the purchase date These are typically fixed income securities but they are reported to the NAIC on Schedule DA Cash Equivalent Use this to add cash Equivalent securities to the master file Cash Equivalent securities are Investment securities that are short term Less than 91 days to maturity have high credit quality and are highly liquid These are reported on Schedule E Change This selection will bring you the security record editing menu Edit a Security This choice is used to display a pick list of securities that can be edited or viewed Highlight the security to edit and click on the edit button to move to the selected record Edit Accrual Used to edit the interest due and accrued on a bond or dividend accrued on a stock Programs This selection brings you to the program menu Export Schedule D This selection will export the Annual Schedule D data It
33. the Sch D Yield field as it is used for Amortization Pick the correct payment schedule value from the pick list in the Pay Schedule field Press enter to move to the Vendor field Pick the correct vendor from the pick list in the Vendor field Select the NAIC Designation from the pick list Select the correct method of calculating book value in the Book Value as field This should be 1 default as the system will show book value as amortized value unless the bond has a low NAIC Designation which will then cause the security to display the lower of amortized or market value The PortMan User Manual Version 2015 08 Page 131 Copyright Accurate Business Systems 2015 only exception is if your company requires you to carry your bonds at Market In this case you will choose 3 NAIC market price Select the correct method of calculating market value in the Market Value as field You will normally use 1 NAIC Table value Use this even if you do not get your market prices from the NAIC This just tells the system to get the Market prices from the NAIC column on the Market screen Select the correct value in the Public or Priv Trade field Most all securities will be publically traded Select the correct value in the Portfolio field Select the correct value in the Tax Status field If you choose not to amortize this security check the Do Not Amortize field You will choose this if you want to show the gain in T Bills as interest as opposed t
34. there are times when based on the NAIC designation of the security the type of company the Amortized price and the Market price it is necessary to adjust the Book Adjusted Carrying Value be the lesser of Market value or to Amortized value More information on this process can be found in the NAIC Annual Statement instructions Mass Write Down This selection runs will take a permanent write down also know as an Other Than Temporary Impairment OTTI on all securities in a loss positions that meet the criteria defines on the utility screen This is not an option that should be taken without careful consideration of the ramifications of the write down Transactions This selection will bring you to the transaction menu Income This selection brings you to a pick list that displays Bonds Short Term Mortgage Backed and CMO securities that are scheduled to make an interest payment Securities that have paid interest need a Y entered in the Post field Fully disposed securities that received payments can be displayed via options on the screen More information on this procedure will be presented later in the next section of the manual Calls Maturities Sales This selection brings you to a pick list that displays all active securities in your portfolio You will select the security to be disposed and then click the Single Lot or Multi Lot Disposal button to enter the disposal information Pre Post Transactions This selection prints or displ
35. to run the Month End program from the Programs menu This program prints at least two 2 reports that are used to make sure you are receiving the money you are entitled to The first report printed is a listing of all securities that paid interest or dividends in the month that is expiring The second report is a listing of all securities that are scheduled to make a payment in the month that is commencing The combination of these reports enables you to keep a close eye on your investment revenues The following workflow is provided as a guide to show how these steps would be processed PortMan User Manual Version 2015 08 Pagel7 Copyright Accurate Business Systems 2015 Monthly System Workflow Processing the steps below in the order given will help ensure accurate and successful data entry 1 2 3 4 5 6 7 VERIFY a Prior to entering data for the intended month verify that Month end processing has been completed for the prior month The transactions you intend to enter should be dated within the month displayed in the Current Month field on the main menu If that is the case then proceed to step 2 Otherwise If you find that the CurrentMonth is the month prior to your intended transactions you will need to skip to step 6 or step 7 as needed and complete the prior month before starting the new month PROCESS PURCHASES a Add Purchases and Acquisitions b Pre Post acquisition transactions to verify accuracy Ch
36. to step 2 Otherwise If you find that the CurrentMonth is the month prior to your intended transactions you will need to skip to step 6 7 or 8 as needed and complete the prior month before starting the new month 2 PROCESS PURCHASES a Add Purchases and Acquisitions b Pre Post acquisition transactions to verify accuracy Check off Pre Post report and statement c Post acquisition transactions 3 PROCESS INCOME a Enter interest dividend and principal reduction transactions using Transactions Income b Pre Post income transactions to verify accuracy Check off Pre Post report and statement c Post Income Transactions 4 PROCESS DISPOSALS a Enter Sales Maturities and Calls using Transactions Calls Maturities Sales b Pre Post disposal transactions to verify accuracy Check off Pre Post report and statement c Post disposal transactions 5 VERIFY a Print Portfolio Report i Compare with Custodial Statements Par and Shares need to match PortMan User Manual Version 2015 08 Page 19 Copyright Accurate Business Systems 2015 Year End Procedures Continued b Process i Accrual ii Amortization iii Verify Pre Post report then Post amortization transactions iv Update Market Prices and Designations from the Market Screen v Book Value Adjustments from the Programs menu choice on the Main Menu 6 Print Reports a Reconciliation b GL Summary NOTE At Year end you must print all reports and c GL Detail t
37. with all necessary quarterly reporting tools Begin by choosing Quarterly from the Main Menu Each choice on the Quarterly menu is pretty self explanatory After making any choice on the quarterly menu a dialog box will be displayed that will prompt you to pick the quarter to work with To export a file to the quarterly statement software you pick Export Q Sch D To print a report choose Acquired Report Disposed Report Part 1B or Verification PortMan User Manual Version 2015 08 Page 55 Copyright Accurate Business Systems 2015 Editing and Viewing Securities To edit or view information about a security you will choose Change Edit a Security from the Main Menu A pick list will be displayed that lists all securities by Cusip Highlight the desired Cusip and click the Edit button to move to the security s detail screen You will view the screens that are described in the Acquisition section Editing and Viewing Due and Accrued To view the Interest Div Accrued information for a security choose Change Edit Accrual from the Main Menu Again you will be brought to a pick list of securities sorted by Cusip Choose the desired security and click the Edit button You will now be looking at the Due and Accrued Edit Screen pictured below Accurate Business Systems Due amp Accrued Entry Screen 5 x EB File 18 x Cusip Lot 013051 BC 0 1 Name PROVINCE OF ALBERTA YTDAccrued 66667 xDueandAccrued 2 663 6
38. 3 Prev Year Accrued 2 000 00 Par Value 100 000 00 Annual Interest 8 000 00 Coupon 8 00 Monthly 666 67 Acquired Date 4 12 95 Daily 22 22 Accrued Interest Paid 911 11 Interest Received 0 00 Maturity Date 3 1 2000 Accrual Date 1 31 97 How Often is First Pay Date 3 1 97 Months Paid NLS YTD Accrued does not include interest received Due and Accrued includes interest received HFSBONDS DB Edit Field This screen displays relevant information to determine change the interest or dividend accrued All of the displayed fields are self explanatory except the YTD accrued This field holds the accumulated interest due for the current year without consideration for previous year accrued or current year received This field is important for PortMan to keep track of securities with partial disposals of principal If you want to change a value of accrued interest or add a dividend that has been declared but not paid you make your entry in the Due and Accrued field If this change is not at the end of the year you will have to make a corresponding change to the YTD Accrued field For example if you added 6 to the Due and Accrued field you will have to add 6 to the YTD Accrued field This is because PortMian calculates accrued interest by adding YTD accrued to Prev Year Accrued and subtracting YTD interest received So making a change in the Due and Accrued without making the corresponding change to YTD accrued will ca
39. 5 08 Page 147 Copyright Accurate Business Systems 2015 Editing a Disposal Cusip Search M Move to Disposal Detail Multi Lot Disposal Cusi Lot T Description Par Portfolio 008916 AL 2 1 BN Agrium Inc 3 5 6 01 2023 3 250 000 00 Corporate Obligations 02153L AA 2 1 BN Alterra Finance LLC 6 25 2 200 000 00 Corporate Obligations 026351 AU 0 1 BN American Gen Corp 7 5 07 15 2 3 100 000 00 Corporate Obligations 029912 BD 3 1 BN American Tower Corp 4 500 3 000 000 00 Corporate Obligations 03027X AB 6 1 BN American Tower Corp 3 5 01 31 1 500 000 00 Corporate Obligations 03063N AK 3 1 BN Americold LLC 6 030996 1 14 202 2 000 000 00 Corporate Obligations 03065B AF 8 1 BN Americredit Automobi 3 07 08 2 665 000 00 Corporate Obligations 037833 AK 6 1i BN Apple Inc 2 4 05 03 2023 4 200 000 00 Corporate Obligations 05490A AE 3 1 BN BB UBS Trust 3 46835 6 05 30 5 125 000 00 Mortgage Backed 05947U 28 6 1 BN Banc of America Comm 5 176 1 1 034 000 00 Mortgage Backed 05947U C2 2 1 BN Banc of America Com Mtg 4 87 1 500 000 00 Mortgage Backed 05952A AE 4 1 BN Banc of Amer Com Mtg 6 21161 2 1 000 000 00 Mortgage Backed Cusp Lat Name Type F P Trade Date Settle Date Int Div Recvd Sale Proceeds 256206 19 3 8 Dodge amp Cox Intl Stock Fd 1048 CS P 8 1 2013 8 10 2013 0 00 753 820 82 To edifa disposal from the disposal screen above e Use the mouse to double click the Disposal transa
40. 9 000 00 FEDERAL HOME LOAN 12 09 2013 98 854000 AAA 12 10 2013 AA 1 015651185 15375800 313381H6 1 200 000 0000 182 400 00 FEDERAL HOME LOAN 12 09 2013 90 280000 AAA 12 10 2013 AA 1 119281869 15375800 313382V83 1 100 000 0000 95 300 00 FEDERAL HOME LOAN 12 09 2013 95 463000 AAA 12 10 2013 AA 1 055230779 15375800 313383655 1 100 000 0000 94 250 00 FEDERAL HOME LOAN 12 09 2013 94 358000 AAA 12 10 2013 AA 1 603780646 15375800 3134G46N3 1 200 000 0000 200 000 00 FHLMC MTN 12 09 2013 91 817000 N A 12 10 2013 AA 3 523336600 PortMan User Manual Version 2015 08 Page 170 Copyright Accurate Business Systems 2015 Importing the Market Price File To import the market price file Open Portman po Accrual Mkt Utilites Help Rost Market Info 1 click on the menu item Market gt Post Market Info Enter the date to be priced Ex 12731709 X o Cancel 2 Enter the date to be priced and click OK 3 Click the Import Pricing From File button or choose File gt Import Pridtig Spreadsheet from the menu 4 The Import screen will appear Apply Prices to Portfolio lt ALL gt Status Options Begin Import Lines Read Records Found Errars Found Close New Prices Desig Securities Updated 5 Enter the path and name of the file to import or use the button to browse for the file 6 Click the Options TAB and select the proper import file type This selection will be remembered
41. D2 5 1 CMC 8 15 2013 USBank IGMACC 2004 C1 D 3 696 88 3 696 88 Y 875 000 00 3 10 2038 INSTRUCTIONS This screen is intended to process Interest Dividends and Principal Reductions only 1 Enter a Y in the Post field to signify 2 Enter interest then principal reduction then 3 Click Select from all Securities expected interest has paid or after type a Y in Post column for a principal button to choose another entering an amount in the Int Div Recvd reduction Delete the Y in the Post security Enter interest and or field Y must be entered to Post column to re enter a transaction principal received and Y to post Generating Interest Dividend Transactions The Income Posting Screen lists all securities that are scheduled to pay in the current month All that s needed to post the expected income for a listed security is to enter a Y in the Post column You can enter a different amount in the Int Div Recvd column if the amount received was different than the expected amount Then enter a Y in the Post column If you don t see a security that has paid income click on the All Securities button and the screen will refresh with your entire portfolio Your entire portfolio will then be listed in Cusip order Select the security by scrolling down and highlighting or by clicking the Cusip Search button and typing in the first few characters of the Cusip and enter the appropria
42. E a eR oe SEHR EH eA Rte etu eere tad e coa sae 76 REDONS eio eon d r I COD TIUS RS OTIO RT OUO IMMO 77 Report Descriptiols ono oro i resnie aiae i ap a E Sa a ana a a E E Eea a A BYE Te Rp REPE eode 78 PortMan User Manual Version 2015 08 Page l4 Copyright Accurate Business Systems 2015 Backup Restore L dana dere bets 84 Transferring Files to Support eene nennen eene nenne tren tesn nenne trennen ete tesn nete trennt nennen 86 Background File Transfer Proee88 iie mettere deser pret EAE reper vos della ro Rea gba EEEE KESER eps 86 Receiving Files from Support iie HIER Mieter IR CER EE glee en REEL HERR EFE E Ree kc E pte ipn 87 Restoring Backup iei e ee ote rep eere ede A E b eres EE ERE p he e ev epe breed 87 Master Install Setup PE PortMan User Manual Version 2015 08 Page I5 Copyright Accurate Business Systems 2015 System Requirements User Hardware Requirements e Windows Operating Systems 2000 XP Vista 7 Server NT 2000 2003 2008 2008 R2 e Pentium 300 megahertz MHz processor or faster e At least 256 megabytes MB of RAM e 2Gb hard Drive Space o Atleast 5 gigabytes GB of available space on the hard disk for Paradox o Atleast 1 5 gigabytes GB of available space on the hard disk for
43. Frequency J Amort Method Delay Days First Coup Date Book Value as Default Maturity Date Accrued Int Paid PublicorPriv Trade 2 Publicly traded WAM at Purch Pay Schedule Portfolio Orig Balance FSA F Do Not Amortize Variable Rate Unpaid Balance Avg Life Date AM Best Inv Type Curr Factor Initial Yield _ Tax Status Actual Cost Schedule D Yield Special Deposit Loc Price Paid Encumbrance Code na Pricing Method Special Dep Where Pricing Source Special Deposit Par UDF Title Characteristics UDF2Title n eis Sch D Fair Value C4 C2 C3 C Default NOTE Fields in RED are required if applicable Fields in BLUE are calculated You are now looking at the MBS Input Screen There are some things you should note about this entry screen The fields that need entries are color coded in red Any field that is not coded in red does not need an entry Other fields that need values will receive them as a result of an automatic calculation or from a transaction update Also fields that offer input help have yellow asterisks next to them With this noted let s begin Note The special information that is required to correctly complete a MBS entry can be found on Bloomberg screens that should accompany your purchase The Bloomberg DES amp YT pages will contain all of the information needed To begin entering Enter the name of the MBS in the Name field PortMan User Manua
44. London Life 1 350 000 00 US Bank London Life 150 000 00 US BANK KSKJ 1 000 000 00 USBank 1 003 000 00 US Bank London Life 1 246 064 64 USBank F P Trade Date Settle Date Int Div Recvd Sale Proceeds To dispose a security Pick the security to dispose by selecting it from the Pick List F 8 13 2013 8 13 2013 7 500 00 You can either scroll through the list using e the arrow keys e the mouse e or you can click on the Cusip Search button to search by cusip or description When the desired security is highlighted e To dispose of the selected LOT click the Single Lot Disposal button to enter a single lot disposal e To dispose of multiple lots of the selected CUSIP click the Multi Lot Disposal button PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 145 Single Lot Disposal Multi Lot Disposals To dispose tax lots of a security in one transaction you will choose Transactions from the Main Menu then Calls Maturities Sales from the sub menu You will then click on any lot of the security you wish to dispose NOTE If you have multiple portfolio s you will need to ensure that you click on a lot for the correct portfolio When the correct lot is selected click the Single Lot Disposal or Multi Lot Disposal button You will then see a screen similar to the one below
45. NAIC designation e Run the Book Value Adjustments procedure on the Programs menu This procedure will adjust the book value on any appropriate securities based on their NAIC designations e This would be a good time to print the write down report You can then decide if you are going to write any securities down If you do decide to write down securities you achieve this by editing the security from the Change Edit a security pick list clicking edit and then choosing Write Down from the Page 1 menu You can also choose Write Down from the Programs menu choice on the Main Menu This will write down each security on the Write Down report that just printed e Print the Working Schedule D parts 1 through 5 to get your final numbers Spreadsheets of Schedules Part 1 through 5 and a holdings spreadsheet will automatically be created for future use by the Year End program These files are named 1231YYYYP1 xls 1231YYYY2S1 xls and 1231YYYYHoldings xls and are stored in the PortMan data folder for each company e Export the data files by choosing Programs from PortMan s main menu then Export Sch D The file will be created in the Export folder you have defined on the Utility screen Make sure the Export directory ends with a Example N PortMan Export e Print the Part 1A reports on the print menu These reports will be used to input the Maturity and Quality and Maturity distributions Print the Summary Investment Schedule report These two
46. OK button and the Type and its description fields will be auto filled Press Enter to move to the GL definition field FB File Edit Records i Page 1 Close Page 1 Double Cicer np Help Short Term Input Screen a DE Lot 1 G L Definition Category ST Disposed Currency Denomination Coupon Calculate Int Vendor Par Value Int Frequency Initial NAIC Desig Book Valueas 1 Default Actual Cost First Coup Date 3 Ri 3 Public or Priv Trade 2 Publicly traded Price Paid Accrued Int Paid Portfolio Issue Date Pay Schedule Tax Status Do Not Amortize Variable Rate LBOND TIPS Marertty Date WOES Schedule D Code na Call Date Yield to Maturity Special Deposit Loc Call Price Sch D Yield Encumbrance Code na Trade Date morti Te Special Dep Where Settle Date Special Deposit Par Sum In Category UDF Title UDF2Title UDF3Title You will see a pick list that contains the General Ledger definitions for your security types This list is used to define all of your GL accounts that correspond to the appropriate transactions for that security type ortMan will then use the definition to ascertain the appropriate ledger number when it generates transactions This allows PortMan to provide Transaction reporting that corresponds to your GL Choose the appropriate definition for this bond and click OK or press Enter Enter the rate of
47. PortMan The complete Schedule D solution INVESTMENT PORTFOLIO MANAGER USERS MANUAL ACCURATE BUSINESS SYSTEMS P O BOX 5116 Frankfort KY 40602 5116 Tel 502 209 6034 Fax 502 209 6039 WEB portman win com n ce support support portman win com Contents System Requirements UN 6 User Hardware Requmements intimo dtr re GE ep Dese Pec ERE cer aa Ena aep E E E E ERR eoe 6 Software Installati b a 365 tetnnieeeotheiihae a a enema etd s dM Lee 6 SONG yy Ale CALS ML MY 6 Interaction with Customer Technical Support sese nrennenren enne reete nennen 6 System Overview sss eis ttescoisciesse stris etse b Feoe Se EE COMES eM CER Feb YPF Tk Eo PR E ER OEM EUR V EVe PE soatessasessndasiensedsesoasedsesssonsseaadendseascueese 7 Day to Day System Management ciccia ereinen eaa aaa S EE IEEE E SEa ENESE 7 Monthly System Workflow eeseseeeeeeeeeeeeeeeeeen nennen nennen ne ennetrenne teste tenere enne trennt trente enne enne nre e nnne 8 Quarterly Procedures M T 9 Year End Procequres HEP 9 Year End Procedures Cotitim ed Rees orte intends bin eene ode bae ripeto aae Papae RO Ee haa Pleno EESE de rapa 10 Main Menu Explanation and Description esses enne nent nent ne enne etre enne enne tnne tenen 11 Main Menu Choices iss eduar
48. Portman database and related files this can reside on a server if user desires See Optional e CD ROM or DVD ROM drive optional but desired e Keyboard and a Microsoft Mouse or some other compatible pointing device e Video resolution of 1024 x 768 or higher resolution e OPTIONAL we provide much of our customer support via file transfers initiated by the customer To facilitate this process access to the command line FTP program FTP EXE found in WINDIR S YSTEM32 is necessary Also Firewall rules must allow the FTP connection e OPTIONAL Installing the database files on a server requires a MAPPED drive letter that will be in ccommon to all Portman users Users will need full permissions to the Portman data folder on the mapped drive Software Installation Initial software installation will be done by Accurate Business Systems via a web meeting with the target computer s This process will ensure the software is up and running in the shortest amount of time and with the least amount of inconvenience to the customer Software Updates Software updates are posted periodically on the portman win com website When this happens users are notified via email of the update and what changes have been made Users are free to download and install the updates at their convenience or they may call support 1 502 209 6034 to have a support technician install the update Updates are inclusive That is a user running Version 2014 01 who ins
49. Short Term Sec ritieS eT 30 Isthis sec rity CMO OE MBS iei oone rora eS aeaa e gk ode Lari pube iene Hero QD Ea hae Ple EENE de Saves 33 Adding CMOS T 33 Adding MBS S risiede eR reci e derit p abet M ison bee eb Eeee ENE e ESE PR RESE Ena bakra dh pa 37 Adding StOCKS 4 i ee ertet ec iE a tese RS seusyuetgeugecdeou veers Ne SR seaseusitenedudeavessvoesaqaauee 41 Completing Acquisition Transactions 0 cccceecescesecsecseecseecseeeseeeeeeeeeeeeeecsecesecaecsaecsaecaeesaeseeeeeaeeeeeeereeeeeeaees 44 Disposing Secr ES RS c M eee 45 Single Lot Disposal Multi Lot Disposals eseeseeseeseeseeeeeenenenenne eene nennen nennen enne tnne tene tnnene 46 Editing PIED ACCU 48 Deleting A Disposal iet e Pee hr e Dreier teet taire ee er ae eames 49 Posting Transactions itii ti hte ete E totis Cete eter Feet E e ete oed esi isle tae ade tiui E REE 50 PortMan User Manual Version 2015 08 Page l3 Copyright Accurate Business Systems 2015 Schedule D Overrides and Exceptions nennen enne enne tene tene teee trennen trennen enne 50 Bond Average Life Date Effective Maturity seseseeeeeeeeeeeeeneeneenennen enne nenne nennen nren nennen nennen trennen 51 Pricing Method and Pricing Source ie aee tesiri ek Sene eb ed canes nue tiep ono sie ele L0 E UL eec e PEE ER EHE uan uo tarde 51
50. ULL backup before allowing you to proceed with the RESTORE process Password Find Backup File Begin Restore Close To restore a backup follow these steps 1 Open Portman If you have more than one PortMan company this process must be done for each company 2 Click the File Backup Compressed menu item 3 Choose RESTORE 4 Enter the password that you received from support and click Find Backup File 5 The Find Backup Files dialog will appear See below PortMan User Manual Version 2015 08 Page 84 Copyright Accurate Business Systems 2015 IST End Backup Files Crx search d data bya MedicallnsuranceE xchangeofCA_0609_2009 9 d data bya MedicallnsuranceE xchangeofCA_0609_2009 9 d data bya MedicallnsuranceE changeofCA coe EH d datasbvaxMedicallnsuranceE changeofCA 0608 2008 d sdatasbvaxMedicallnsuranceE changeofCA 0608 2008 d datasbvaxMedicallnsuranceE changeofCA 0608 2008 d sdatasbvaXBackupSBVA FULL 07142009 zip OK Cancel 7 files found Selected Backup File Snapshot Taken Information Current Month Backup Type Backup Date Backup Time 6 Select the backup file that you wish to restore or click the to browse for additional file locations 7 When you have found a selected the file you wish to restore click OK Click the Begin Restore button 9 The FORCED Automatic Backup will commence When the FORCED backup is complete it will display a message simil
51. a new month Do Not run Step 7 until you are ready to start January You must run all December 31 reports and transfer files to the annual statement software before you run the Year End program PortMan User Manual Version 2015 08 Page 119 Copyright Accurate Business Systems 2015 Posting Interest Dividends and Principal Reductions The process of recording income payments is remarkably easy using PortMan To post income information chooses Transactions from the PortMan Main Menu then Income from the sub menu You will be looking at a screen that resembles the following WS Fie Sort Multi Lot SEARCH KALL x Cusip Lot Type Date Portfolio Name Due Int Div Recvd Principal Post Current PAR Disp MATURITY Current Shares 00206R AJ 1 1 BN 8 1 2013 sc AT amp T 41 250 00 41 250 00 Y 1 500 000 00 2 1 2018 02360F AC 0 1 BN 8 1 2013 US Bank Lond UNION ELECTRIC 27 081 00 27 081 00 Y 1 003 000 00 2 1 2016 037411 AN 5 1 BN 8 1 2013 US Bank Londi APACHE CORP 17 500 00 17 500 00 Y 500 000 00 2 1 2018 191219 AP 9 1 BN 8 1 2013 US BANK KSK COCA COLA ENTERPRISE 42 500 00 42 500 00 Y 1 000 000 00 2 1 2022 264399 EQ 5 1 BN 8 1 2013 USBank IDUKE ENERGY CORP 34 500 00 31 500 00 Y 1 000 000 00 2 1 2014 299398 BQ 9 1 BN 8 1 2013 US Bank Lond EVANSVILLE IND REDEV AUTH F 36 050 00 36 050 00 Y 1 000 000 00 2 1 2039 31376P RL 1 1 BN 8 1 2013 USBank IFNMA POOL 361491 5
52. and corner of the screen Note If you choose to move off Page 1 you will be prompted with a question that asks Create the general ledger transactions associated with this security Choose Yes to create the GL transactions If you don t say yes to the question PortMan will generate the transactions when you leave the new security Note You can recalculate yields by choosing Edit Recalculate Yields from the Main Menu PortMan User Manual Version 2015 08 Page 129 Copyright Accurate Business Systems 2015 Adding Short Term Securities You will begin by Choosing Add from the Main Menu then Short Term from the Sub Menu or you could also get here by choosing Add a Short Term from the Record Menu of a security input screen To begin entering Enter the Cusip in the Cusip field Lot is auto filled Press Enter Enter the name of the security in the Name field A pick list appears that is used to define the type of bond you are purchasing This list contains all of the definitions of the NAIC categories for Bonds and Short Term securities It as well as all of the following lists of this type has a dynamic lookup capability Type the description you are looking for to highlight the choice you want For a US Industrial amp Misc not loan backed security begin by typing US You will see the US bonds in the list The eighth choice is the category we need Highlight it by using the down arrow key or by clicking with your mouse Click the
53. ansaction menu Note Principal reductions are the principal pay downs associated with CMO and Mortgage Backed securities All securities that have been purchased in the month must be added by using Add from the main menu and then Bonds Stocks Short Term All securities that have been disposed during the month must be recorded by using Calls Maturities and Sales from the Transaction menu At this point it is imperative that you print out a Portfolio report to compare the holdings that are in PortMan with the holdings listed in your bank statement s If there are differences between the two now is the time to figure out and correct the differences Run the Accrual program This program must be run every month to account for partial disposals Even if there are no partial disposals this program must be run at month end The program asks you to verify the correct date and everything else is automatic Run the Amortization routine to change the amortized value at the end of every month As above the program asks you to verify the correct date for amortization then calculates an increase or decrease amount for each appropriate Bond and Short Term security After calculating the Book Value change the program creates a transaction for each affected security The transactions are then posted using the Transaction routine If not run monthly the Amortization routine must be run at the end of the year The last function performed in a month is
54. ar to the one below The file name displayed can be used to return your system to its current state should the restore results be undesirable Click OK to Continue ences o NM tea The backup file has been created d data bva MedicallnsuranceExchangeofCA_0609_2009 9 14_11 45 32_F X zip pe 10 The selected restore file will now be extracted and will overwrite the existing data files Press OK when prompted PortMan User Manual Version 2015 08 Page 185 Copyright Accurate Business Systems 2015 Transferring Files to Support Users requiring support are sometimes asked to send in data files to help identify and address their support needs Sending the correct data files can be somewhat tedious when done manually This section describes what happens when the Transfer to Support option is checked during a backup process You should only use the Transfer to Support option when you are in contact with support and have been asked for a copy of your files You should NOT send data files without also informing support that they have been sent Failure to notify support may mean that the files do not get immediate attention Follow the instruction to BACKUP files and check the transfer to Support option _ Backup File Maintenance C Restore C Receive from Support Backup Type Normal Begin Backup Include backup files Include EOM files Transfer to Support Include Prior Year files
55. are actually from the same custodial statement then chances are the entry will not be properly separated into the correct affected lots e The lots affected in the transaction will have been acquired on or before the posting date of the transaction This means if you post your acquisitions first and you purchase an additional lot of an investment on the 20 of the month and that investment pays interest on the 15 of the month The new lot will not get a proportionate amount of the income in the first month because you didn t actually own it on the payment date Posting Income and Principal Reduction Transactions After you are finished with all of your income and principal pay down entries choose File Exit to return to the Main Menu There may be a few moments of work time before the Main Menu appears as all of the appropriate transactions will be generated at this time You will now want to print a pre post report to verify their correctness You will want to check that all of the code 5 transactions match the interest dividend amount and the sale amount matches the principal pay down on code 3 transactions If a transaction is incorrect go back to the Income screen delete the Y from the Post column then re enter the transaction If all transactions are correct you will post the income principal pay down transactions PortMan User Manual Version 2015 08 Page 121 Copyright Accurate Business Systems 2015 Adding New Purchases You can add
56. ays a report that lists the transactions to be posted It is used to check the accuracy of the entries to be posted There are two options for this report By Cusip or by Transaction Code Post This choice posts the transactions to the master file after you have verified that all entries are correct Quarterly This choice moves you to the Quarterly menu Export Quarterly Schedule D This selection will export the quarterly Schedule D data It scans the master file for records from a specified quarter that belong to the following reports Schedule D Part 4 Bonds and Stocks disposed Schedule D Part 5 Bonds and Stocks acquired and disposed It then creates the appropriate output data and sends it to an export file named QSCHD TXT or Qx_YYYYSCHD TXT depending on the annual statement vendor selected The file will be located in the Export folder which is identified on the main menu The Export directory can be changed from the Utilities screen Acquired Report This choice asks which quarter you want information on and prints a report listing all securities purchased in the selected quarter Disposed Report This choice asks which quarter you want information on and prints a report listing all securities disposed in the selected quarter PortMan User Manual Version 2015 08 Page 115 Copyright Accurate Business Systems 2015 Part 1B This choice asks which quarter you want information on and creates a report listing all information i
57. ccount number associated with this portfolio at the time of the import Portfolio The portfolio name that was imported PortMan User Manual Version 2015 08 Page 163 Copyright Accurate Business Systems 2015 Imported Files Processing Actions To complete the processing of a file you will need to select the appropriate file in the list and click the button that represents the processing that you would like to complete Processing Actions Process Income Process Disposals The Process Income and Process Disposal buttons will dynamically display based on the transactions that can be completed on the selected file Process Income Clicking this button will process each Income Dividend and Principal pay down transaction imported Once the data has been inserted the Income screen will display allowing you to see verify the transactions Close the income screen and run the Pre Post verification report before posting the data Process Disposals Clicking this button will process each Disposal and Disposal Interest if any transaction imported Once the data has been inserted the Disposal screen will display allowing you to see verify the transactions Close the income screen and run the Pre Post verification report before posting the data Imported Files Detailed Information Additional information about each file imported can be obtained by selecting a line in the list and Printing the report and or n looking at the bottom ha
58. ch contains a valid path to the common folder in step B on the first line Setup To setup the Master install 1 Create the folder where the master install will reside if necessary 2 If your companies use custom files you will need to copy the CUSTOM folder to the folder created in step 1 If you skip this step you MAY lose your customized features 3 Run the PORTMANInstall EXE and install it into the folder in Step 1 4 Create a text file and type the path to the folder in step 1 This path must be valid for all PortMan users 5 Save the text file with the name Master_Install_Enabled txt into the data folder for each of your companies 6 For companies that are on version 2010 12 or earlier you will also need to Copy the MainMenu fdl from the folder in step 1 to each of your insurance company folders That s it now when a user opens one of the Portman companies it will check to see if an update needs to be applied and copy the required files before the company opens Custom Files If your companies use custom files you will want to copy the custom folder into the MASTER install folder before you run the PortManInstall EXE PortMan User Manual Version 2015 08 Page I88 Copyright Accurate Business Systems 2015 Transaction Code Definitions Code 1 Explanation Code 1 signifies a purchase of a security The figure you enter updates the Book Value and Actual Cost fields Code 1 is a Debit entry Code
59. ction that you want to edit This will display the disposal on the Multi lot Disposal screen Multi Lot Disposal Input Screen Right chek to get help on the fed Cus 002824 AT 7 Category BN Portfolio Main GL Definition Bonds Name ABBOTT LABS Available Par 275 000 00 Maturity 5152016 Coupon 88 Type 3201999 US Ind amp Misc Issuer Obligations Information Select Disposal Order AFO UFO PM Disposal Trade Date ST Disposal Settle Date 12 2011 Purchasers A G EDWARDS Disposal PAR J Consideration 135 000 00 Interes Dividend Received 25630 e Edit the disposal as needed and click the Save Disposal button e orclick the CLOSE button to cancel the edit Notes e If the record is part of a multi lot disposal all lots related to that disposal will be displayed If this is a single lot disposal only the disposed lot will be visible e If the disposal has already been posted you will need to Reset the security to Previous Month and then re enter the disposal PortMan User Manual Version 2015 08 Page 148 Copyright Accurate Business Systems 2015 Deleting a Disposal Cusip Search M Move to Disposal Detail Multi Lot Disposal Cusi Lot T Descripti Shrs Par Portfolio 008916 AL 2 1 BN Agrium Inc 3 596 6 01 2023 3 250 000 00 Corporate Obligations 02153L AA 2 1 BN Altera Finance LLC 6 25 2 200 000 00 Corporate Obligations 026351 AU 0 1 BN American G
60. ded transactions you will need to skip to step 6 or step 7 as needed and complete the prior month before starting the new month 2 PROCESS PURCHASES a Add Purchases and Acquisitions b Pre Post acquisition transactions to verify accuracy Check off Pre Post report and statement c Post acquisition transactions 3 PROCESS INCOME a Enter interest dividend and principal reduction transactions using Transactions Income b Pre Post income transactions to verify accuracy Check off Pre Post report and statement c Post Income Transactions 4 PROCESS DISPOSALS a Enter Sales Maturities and Calls using Transactions Calls Maturities Sales b Pre Post disposal transactions to verify accuracy Check off Pre Post report and statement c Post disposal transactions 5 VERIFY a Print Portfolio Report i Compare with Custodial Statements Par and Shares need to match b Process i Accrual ii Amortization iil Verify Pre Post report then Post amortization transactions iv Update Market Prices and Designations from the Market Screen v Book Value Adjustments from the Programs menu choice on the Main Menu 6 Print Reports a Reconciliation b GL Summary NOTE At Year end you must print all reports and c GL Detail transfer data to the Annual Statement software d Working Schedule D before you process step 7 e Others as desired 7 Month End To enter January you must run Year End a Run Month End before starting
61. do n pete tib bei ic ere Des epe rb ele pee coins er e tel he e Enik taie 13 linc birra e 17 General Ledger Definitions eeeeseeeeeseeeeeee eene nnne nennen trennt trennt nnet nennen iaa eani enne enne teen ia aiea 17 Day to Day System Managementa iced roesai do XR IRL anand PET er Tei eu aao USED PNE SaDa ae EORR SENSE ORARE ARCU 19 Monthly System WOrIKfloW 5 EUER DAE Rrtase eria e BEER RE HESSE RO Rara SEL HR e SU SEM e Re PEARCE Aeo cs DER PR ROD 19 Posting Interest Dividends and Principal Reductions eese rene enne 20 Generating Interest Dividend Transactions seseeeeeesseeeeeneeeeennenne nente nennen nrenne nre n etre rene nennen 20 Recording Principal Reduction Transactions eesseeeseeeeeeeeeeeeeeennenneneennen eene nenne nre enne n enne nenne nre 20 Recording Multiple Lot Income Transactions eseeseesesseeeeeneneeeeneenneenee nennen trennen rene enne innere tenete 20 Posting Income and Principal Reduction Transactions eese enne 21 Adding New Purchases ee ete gebe dece eret Ete ele e eee citata 22 Trade Date Settle date Quick Entry eeeeeeeeeeeeseeeeneeeeee teen nennen enne nette trennen entren trennen 22 Adding Cash Equivalent Securities esses enne enne eene trennen e tenent nete nennen trenes 22 Penes M M 26 Adding
62. ds will be auto filled Press Enter to move to the GL definition field You will see a pick list that contains the General Ledger definitions for your security types This list is used to define all of your GL accounts that correspond to the appropriate transactions for that security type ortMan will then use the definition to ascertain the appropriate ledger number when it generates transactions This allows PortMan to provide Transaction reporting that corresponds to your GL Choose the appropriate definition for this bond and click OK or press Enter Pick the correct type of CMO in the CMO Type field 99 percent will be Non Accrual which is the default choice An Accrual CMO accrues the interest that is payable and pays it at a later date Select the principal payment method in the Princ Paid field Most all CMO s will be regular which is the default Principal Only pays only principal with no interest payments Interest Only pays only interest with no principal payments IO ettes pay a small portion of principal and the regular portion of interest These last three types are very risky and generally used for hedging purposes PortMan only supports regular CMO s Enter the date that is the scheduled to receive the first principal payment in the 1 Plan Prin Pay Date field Only make an entry if the there is a stated delay in principal payments There is no need to enter next month s pay date Enter the date that is the scheduled to receiv
63. dule D Code wa Special Deposit Loc Encumbran ja UDF 1Title ice Code na UDF2Title Special Dep Where UDF3Title Special Deposit Par FIELDS CASH EQUIVALENT DESCRIPTION INSTRUCTION CUSIP Enter the CUSIP for this security Portman will determine if this CUSIP already exists in your data and use the next available LOT number Portman will also verify that the cusip meets the mathematical format of a valid CUSIP PortMan will not lookup the cusip from an external data source to determine validity LOT The Lot number is automatically assigned an incremental number starting at one NAME Enter the Name of the security This field is limited to 35 characters The size reportable to the NAIC TYPE Enter the NAIC Category Type This field can be changed at anytime You can double click to get a lookup dialog A dynamic pick list appears that is used to select the type of bond you are purchasing This list contains all of the definitions of the NAIC categories for Bonds and Short Term securities Type the description you are looking for to highlight the choice you want For instance a US Industrial amp Misc not loan backed security begin by typing US You will see the US bonds in the list For a Wyoming Issuer Obligation begin by typing WYO Highlight your choice by using the down arrow key or by clicking with your mouse Click the OK button and the Type and its description fields will be a
64. dustrial amp Misc not loan backed security begin by typing PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 126 USA You will see the US bonds in the list The eighth choice is the category we need Highlight it by using the down arrow key or by clicking with your mouse Click the OK button and the Type and its description fields will be auto filled Press Enter to move to the GL definition field You will see a pick list that contains the General Ledger definitions for your security types This list is used to define all of your GL accounts that correspond to the appropriate transactions for that security type ortMan will then use the definition to ascertain the appropriate ledger number when it generates transactions This allows PortMan to provide Transaction reporting that corresponds to your GL Choose the appropriate definition for this bond and click OK or press Enter Press Enter to move to the Coupon field Enter the rate of interest that the bond pays in the Coupon field Example enter the rate as 5 25 Enter the Par value of the bond in the Par Value field Enter the Actual Cost of the bond in the Actual Cost field Price Paid is auto filled This value may be over ridden but will only be incorrect if the Par or Actual Cost is entered incorrectly Enter the Issue Date if you desire normally you don t need to Enter the Maturity Date of the bond Note When entering a date in any date
65. e amp Excel Binary bere l Ee paso Save the workbook in a binary file format optimized for fast loading and saving compatible with Excel 97 2003 Adobe PDF N Save As E E Excel 97 2003 Workbook JH Save a copy of the workbook that is fully al ly 7 2 Prepare gt fx OpenDocument Spreadsheet Save the workbook in the Open Document Format uj Send Y D PDF or XPS B Publish a copy of the workbook as a PDF or ri Publish gt XPS file mf Close Lr J l j Excel Options x Exit Excel Browse to the location that you wish to save the file in c Click the Save As Type as seen below and select Text Tab delimited txt n Save As xs X MHIE jeff Documents gt X H Search 2 Eavonte Links Name Date modified Type Size E E Documents Ji ATT Docs E BI Deskto Ji Corel User Files P Downloads ill Computer B ois IE Pictures B ra B Music I Integration Services Script Component More J Integration Services Script Task My Data Sources Folders J My Digital Editions lt Filename PriceingSample bt E Save as type Text Tab delimited t gt Authors jeff Tags Add a tag l x 7 4 d Enter a name for the file in the File name field Click Save f Click OK and or YES in the following dialogs e Creating a Tab delimited W CRP Market Price File A tab delimited text file will contains the following c
66. e you can tell PortMan Where you get your Market pricing from on the utility screen All of your securities will use that default to report where the pricing came from This method reduces hundreds of data entry elements for the user Even still there are times that the user must take special care when reporting specific investments In these cases the user can override the defaults at the Tax Lot level Using the BOND Screen below we will discuss the overrides and how you can use them E File Edit Records Write Down Colatteral Type Currency Denomination Page Double Click for Input Help Bond Input Screen Page Cusip Lot GIL Definition Name Category BN Type Disposed Calculate Int Vendor Par Value Int Frequency Initial NAIC Desig Actual Cost First Coup De 3 Book Value as 1 Default M ME Accrued Int Paid PublicorPriv Trade 2 Publicly traded ant d Pay Schedule Portfolio te x Yield to Maturity Tax Status Maturity Date Yield to Call l Do Not Amortize Variable Call Date Yield to Avg Life Schedule D Code Call Price Amortized To Special Deposit Loc Trade Date Sch D Yield Encumbrance Code Sent Danes Effective Maturity Seca Dep kis Accrual Strt Dt Pricing Method Sh om Pricing Source _ Characteristics verage Life UDF Title Sum Inv Category Average Life Dt UDFZTitle Sch D Fair Value C1 C2 C3 C Default
67. e coupon rate paid to you You can change the value if needed Select the M for Monthly in the Int Frequency field First Coupon Date and Accrued Interest Paid are auto filled Both values can be overwritten if you know them to be incorrect Select the correct value for the Pay Schedule field Type the correct value in the PSA field Average Life Yield and Modified Duration are automatically calculated Press enter until you move to the Vendor field Select the correct Vendor who supplied this MBS Select the Initial NAIC designation MBS s issued by an agency will have a designation of 1 Select the proper Amortization Method Note The available choices on this pick list are 1 Prospective 2 Retrospective and 3 No Amortization These choices are explained as follows Prospective amortization recalculates the yield every month using the current Book Value and the new projected cash flows Retrospective amortization recalculates the yield every month using the Actual Cost at time of purchase the purchase date the historical cash flows and the new projected cash flows This new yield is then used to calculate the book value in the upcoming month Select the correct method of calculating book value in the Book Value as field Select the correct method of calculating market value in the Market Value as field Select the correct method of calculating Book value column 16 in Schedule D in the Book Val as field Select
68. e the last principal payment in the Last Plan Prin Pay Dt field Only make an entry if the there is a stated last payment date in principal payments Enter the Issue Date of the CMO PortMan User Manual Version 2015 08 Page 134 Copyright Accurate Business Systems 2015 Enter the Trade Date of CMO This will be the transaction date of the purchase Enter the Settle Date of the CMO Select the days delayed of payments in Delay Days field It may help you to subtract 30 days from the entries on the list A 44 day delay pays on the 15 Enter the Maturity Date of the bond Note When entering a date in any date field in PortMan you may use slashes or periods as the separator Example Entering 11 12 6 will enter a date of 11 12 2006 Enter the value of the securities original Par in the Orig Balance field This is the amount of par that was associated with your security when it was issued If you don t have this information it will be calculated when you enter the current factor Enter the current Par value in the Unpaid Bal field This is the Par Value you are purchasing If you entered data in the Orig Balance and Unpaid Bal fields the Curr Factor field is auto filled If you don t have an original balance value but you do have a factor you can enter it now The Orig Balance field will then be auto filled Enter the correct value in the Actual Cost field The Price Paid field is auto filled Enter the Coupon rate in the Int
69. eate multiple worksheets for your different portfolios 7 The worksheet may contain multiple CRP agency codes provided they are properly labeled 8 Itis acceptable if you have other worksheets in your Excel document that contain other data 9 Save the file using the instructions found on Page 69 Saving the Market Price File ie sample spreadsheet would look similar jn the me hens B C D E K L M re CUSIP Portfolio Shares Par Book Value AcE re meek sotone Ip Yield Industry M 15375800 1 0 0000 0 00 Principal Cash 12 10 2013 0 000000000 15375800 2 0 0000 0 00 Income Cash 0 000000 12 10 2013 0 000000000 15375800 04621WAAS 1 100 000 0000 102 000 00 ASSURED GUARANTY 12 09 2013 100 500000 BAA2 12 10 2013 A 6 930693069 15375800 068715CYS 1 10 000 0000 11 009 50 BARRON WI AREA SCH 12 09 2013 106 945000 AA3 12 10 2013 N R 4 633139584 15375800 12612WABO 1 100 000 0000 108 008 00 CNF TRANSPORTATIOI 12 09 2013 100 412000 BAA3 12 10 2013 BBB s 733465323 15375800 143295BV4 1 20 000 0000 22 029 40 CARMEL IN REDEV DIS 12 09 2013 109 916000 A2 12 10 2013 AA 4 754184958 15375800 231021AJ5 1 100 000 0000 135 313 00 CUMMINS ENGINE INC 12 09 2013 128 097000 A3 12 10 2013 A 5 625829070 15375800 247025AE9 1 25 000 0000 25 812 50 DELL COMPUTER CORF 12 09 2013 85 500000 B1 12 10 2013 B 8 255813953 15375800 295173LH9 1 65 000 0000 69 033 25 ERIECNTYPASERC 10 21 2013 111 900000 AA2 12 10 2013 AA 4 691689008 15375800 313380N86 1 100 000 0000 9
70. eck off Pre Post report and statement c Post acquisition transactions PROCESS INCOME a Enter interest dividend and principal reduction transactions using Transactions Income b Pre Post income transactions to verify accuracy Check off Pre Post report and statement c Post Income Transactions PROCESS DISPOSALS a Enter Sales Maturities and Calls using Transactions Calls Maturities Sales b Pre Post disposal transactions to verify accuracy Check off Pre Post report and statement c Post disposal transactions VERIFY a Print Portfolio Report i Compare with Custodial Statements Par and Shares need to match b Process i Accrual ii Amortization iii Verify Pre Post report then Post amortization transactions iv Update Market Prices and Designations from the Market Screen v Book Value Adjustments from the Programs menu choice on the Main Menu Print Reports a Reconciliation b GL Summary NOTE At Year end you must print all reports and c GL Detail transfer data to the Annual Statement software d Working Schedule D before you process step 7 e Others as desired Month End To enter January you must run Year End a Run Month End before starting a new month Do Not run Step 7 until you are ready to start January You must run all December 31 reports and transfer files to the annual statement software before you run the Year End program PortMan User Manual Version 2015 08 Page I8 Copyrig
71. ed Securities collateralized with auto loans and leases 8 ABS Student Loan 9 ABS Aircraft Leases 10 ABS Equipment Leases 11 ABS Trade Receivables 12 ABS CDO CLO CDOs Collateralized Debt Obligations or CLOs Collateralized Loan Obligations Indicate in Description column what the CDO CLO collateral is such as High Yield Bonds corporate loans etc If the collateral is of mixed type indicate by Mix in description field in addition to the largest type of collateral in the mix Tf the collateral is derived synthetically indicate synthetic in the description field 13 ABS Loan ABS Secured by loans 14 ABS Commercial Paper 15 ABS Manufactured Housing and Mobile Homes PortMan User Manual Version 2015 08 Page 190 Copyright Accurate Business Systems 2015 16 ABS Recreational Vehicles 17 ABS Small Business Loans 18 ABS Tax ABS collateralized with TAX Receivables 19 ABS Utility ABS collateralized with receivables from utilities 20 ABS Other ABS not included in 6 through 19 PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 191 General Ledger Definition Screen Definition Number 1 Description Asset Suspense Income Received Prepaid Income Amortization of Premium Expense Accum Premium Amortization Accretion of Discount Income Accum Disc
72. ed to investors based on a predetermined set of rules and investors receive money based on the specific slice of mortgages invested in called a tranche Mortgage Backed Use this to add Mortgage Backed bonds to the master file An MBS is a type of asset backed security that is secured by a mortgage or collection of mortgages These securities must also be grouped in one of the top two ratings as determined by a accredited credit rating agency and usually pay periodic payments that are similar to coupon payments Furthermore the mortgage must have originated from a regulated and authorized financial institution Common Stocks Use this to add common stocks to the master file A security that represents ownership in a corporation Holders of common stock exercise control by electing a board of directors and voting on corporate policy Common stockholders are on the bottom of the priority ladder for ownership structure In the event of liquidation common shareholders have rights to a company s assets only after bondholders preferred PortMan User Manual Version 2015 08 Page 113 Copyright Accurate Business Systems 2015 shareholders and other debt holders have been paid in full In the U K these are called ordinary shares Preferred Stocks Use this to add preferred stocks to the master file A class of ownership in a corporation that has a higher claim on the assets and earnings than common stock Preferred stock generally has a dividend
73. edit Please complete a definition for each type of security you have in your General Ledger Refer to the Initial Data Entry instructions or call Accurate Business Systems for help PortMan User Manual Version 2015 08 Page 194 Copyright Accurate Business Systems 2015 General Ledger Definition Screen Page 4 Definition Number 4 Description Asset Suspense Income Received Prepaid Income Amortization of Premium Expense Accum Premium Amortization Accretion of Discount Income Accum Discount Accretion Profit Loss Income Accrued Asset Debit Income Earned Credit Please complete a definition for each type of security you have in your General Ledger Refer to the Initial Data Entry instructions or call Accurate Business Systems for help PortMan User Manual Version 2015 08 Page 195 Copyright Accurate Business Systems 2015 General Ledger Definition Screen Page 5 Definition Number 5 Description Asset Suspense Income Received Prepaid Income Amortization of Premium Expense Accum Premium Amortization Accretion of Discount Income Accum Discount Accretion Profit Loss Income Accrued Asset Debit Income Earned Credit Please complete a definition for
74. eft blank the Market Value will be made equal to the Book Value This will happen if you leave the PRICE field blank and put an entry into the NAIC designation field PortMan User Manual Version 2015 08 Page 57 Copyright Accurate Business Systems 2015 System Imports Custodial Statement Import Purpose The custodial statement import module has been added to increase data entry efficiency reduce data processing time and eliminate data entry mistakes The process extracts supported transaction types from an electronic file that you will download from your custodial website Extracted transactions are then inserted into the respective forms for you at which point you have the ability to review the transactions and post them as if you had entered the transactions manually For each file imported there is a corresponding report which indicates the results of the import and processing actions The report can be printed in a detail fashion that will display the import result of each line in the target file Tf the import file contains records for multiple accounts the status report will only track the account that you are attempting to load Requirements In order to use the custodial statement import you will need to 1 Install the PortMan statement module contact support 502 209 6034 2 Assign an account numbers and types to your PortMan portfolio names 3 Associate your securities with the proper Portfolio name 4 Import tran
75. en Corp 7 5 07 15 2 3 100 000 00 Corporate Obligations 029912 BD 3 1 BN American Tower Corp 4 50096 3 000 000 00 Corporate Obligations 03027X AB 6 1 BN American Tower Corp 3 5 01 31 1 500 000 00 Corporate Obligations 03063N AK 3 1 BN Americold LLC 6 030996 1 14 202 2 000 000 00 Corporate 03065B AF 8 1 BN Automobi 3 07 08 2 665 000 00 Corporate Obligations 037833 AK 6 1 BN Apple Inc 2 4 05 03 2023 4 200 000 00 Corporate Obligations 05490A AE 3 1 BN BB UBS Trust 3 46835 6 05 30 5 125 000 00 Mortgage Backed 05947U 28 6 1 BN Banc of America Comm 5 176 1 1 034 000 00 Mortgage Backed 05947U C2 2 1 BN Banc of America Com Mtg 4 87 1 500 000 00 Mortgage Backed 05952A AE 4 1 BN Banc of Amer Com Mtg 6 21161 2 1 000 000 00 Mortgage Backed Cusip Lot Name Type F P Trade Date Settle Date Int Div Recvd Sale Proceeds 10 3 8 Dodge amp Cox Intl Stock Fd 1048 CS P 8 1 2013 8 10 2013 0 00 753 820 82 e Use the mouse to click and select the Disposal Transaction that you want to Delete e On the keyboard press Ctrl Delete The records associated with this disposal will be deleted Notes e If the record is part of a multi lot disposal all lots related to that disposal will be deleted e If the disposal has already been posted you will need to Reset the security to the Previous Month PortMan User Manual Version 2015 08 Page 149 Copyright Accurate Business Systems 2015 Posting Transactions
76. erest Rate field Select the correct value for the Int Frequency field First Coupon Date and Accrued Interest Paid are auto filled Both values can be overwritten if you know them to be incorrect Select the correct value for the Pay Schedule field Type the correct value in the PSA field Average Life Yield and Modified Duration are automatically calculated Press enter until you move to the Vendor field Select the correct Vendor who supplied this CMO Select the Initial NAIC designation CMO s issued by an agency will have a designation of 1 Select the proper Amortization Method PortMan User Manual Version 2015 08 Page 135 Copyright Accurate Business Systems 2015 Note The available choices on this pick list are 1 Prospective 2 Retrospective and 3 No Amortization These choices are explained as follows Prospective amortization recalculates the yield every month using the current Book Value and the new projected cash flows Retrospective amortization recalculates the yield every month using the Actual Cost at time of purchase the purchase date the historical cash flows and the new projected cash flows This new yield is then used to calculate the book value in the upcoming month Select the correct method of calculating book value in the Book Value as field Select the correct method of calculating market value in the Market Value as field Select the correct method of calculating Statement value column 16 in
77. erification report Verification Special Deposit Lists all securities that are flagged to be held as Special Deposits on Page 1 of the Security Input screen Structured This report displays active securities that have been identified by the Securities held per NAIC as structured securities in the 2010 RMBS CMBS Modeled NAIC List Securities list as of 01 07 2011 Structured This report displays a list of securities which fall under the RMBS Securities held per rating guidelines Use it to list your RMBS securities as well as to Selected NAIC Type verify your collateral type assignments PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 180 Summary by Lists the information that is needed to fill out the Summary by country Country section on the annual statement Summary List that is used to complete the Summary Investment Schedule in the Investment Annual Statement This choice also asks if you want a spreadsheet to Schedule give you supporting data Tax Report Displays all taxable transactions for a user specified time period The transactions are categorized by the Tax Status associated with each security The Tax Status is assigned in the Tax Status field on the first page of each securities input screen Unrealized Gain amp Lists the unrealized gain or loss for all held securities broken by Loss General Ledger definition This choice also asks if you would l
78. espond to the Pay Schedule chosen For instance a security that pays interest semi annually and matures in August will probably have a Pay Schedule of February August Pick the appropriate value from the pick list in the Pay Schedule field Yield to Call Calculated based on data entered Do Not Edit Yield to Maturity Calculated based on data entered Do Not Edit Sch D Yield Calculated based on data entered Do Not Edit Amortized To Calculated based on data entered Do Not Edit UDFITitle User defined attribute of the security The actual label may be different users discretion Double click field to create edit or select from a list of choices for this field UDF2Title User defined attribute of the security The actual label may be different users discretion Double click field to create edit or select from a list of choices for this field UDF3Title User defined attribute of the security The actual label may be different users discretion Double click field to create edit or select from a list of choices for this field Vendor Vendor from which this security was acquired Double click field to create edit or select from a list of choices for this field PortMan User Manual Version 2015 08 Page 24 Copyright Accurate Business Systems 2015 Initial NAIC Designation Select the NAIC Designation from the pick list This is the designation at the time of purchase This field should
79. field in PortMan you may use slashes or periods as the separator Example Entering 11 12 6 will enter a date of 11 12 2006 Enter the date that the bond is callable if it is in the Callable Date field Example 11 12 12 Leave the field blank if the bond is not callable Enter the Call Price of the bond if there is one Enter the Trade Date of bond This will be the transaction date of the purchase Enter the Settle Date of the bond Enter the Accrual Start Date of the bond This will almost always be left blank as you usually won t have this information It is the date from which interest starts accruing for this bond It is only appropriate if the bond is a new issue and the accrual start date is something other than the previous scheduled coupon date Choose the correct interest calculation method from the pick list in the Calculate Int field Most every bond will be 30 360 US Treasuries should receive a 2 Actual Actual Choose the correct frequency of interest payment from the pick list in the Int Frequency field PortMan User Manual Version 2015 08 Page 27 Copyright Accurate Business Systems 2015 First Coupon Accrued Int Paid and the Yield fields will be auto filled Press Enter to move to the Pay Schedule field Note You can over ride any of the values that are auto filled by PortMan But it is advised that you don t change the Sch D Yield field as it is used for Amortization Pick the correct payment sc
80. ften as every one second Additionally this option will allow you to send your files to PortMan support via an option check box The location for all backup files is defined in the Utilities screen Interactive This choice closes the PortMan screens and opens the Paradox interactive mode This is useful for running custom queries and reports Add This choice will bring you to the security record adding sub menu Bonds Use this to add bonds to the master file A bond is a debt investment in which an investor loans money to an entity corporate or governmental that borrows the funds for a defined period of time at a fixed interest rate Bonds are used by companies municipalities states and U S and foreign governments to finance a variety of projects and activities Bonds are commonly referred to as fixed income securities and are one of the three main asset classes along with stocks and cash equivalents CMO Use this to add CMOs to the master file A collateralized mortgage obligation is a type of mortgage backed security in which principal repayments are organized according to their maturities and into different classes based on risk A collateralized mortgage obligation is a special purpose entity that receives the mortgage repayments and owns the mortgages it receives cash flows from called a pool The mortgages serve as collateral and are organized into classes based on their risk profile Income received from the mortgages is pass
81. g entity for multiple reason o Other R letter stock or otherwise restricted as to sale RA subject to repurchase agreement RR subject to reverse repurchase agreement SD placed on deposit with state or other regulatory body PortMan User Manual Version 2015 08 Page 152 Copyright Accurate Business Systems 2015 Accrual Program PortMan makes managing interest due and accrued an easy affair There are only two steps to perform The first is a backup The second is to choose Accrual Process Accrual from the Main Menu A message will be displayed that warns that this program can only be run once a month and asks if you want to continue Click the Yes button to continue Enter the last date of the month in the next Dialog box as MM DD YY In a few moments you will have control of the mouse returned to you You can then print the GL Summary or GL Detail reports from the Accrual menu Amortization Program Again PortMan makes accounting for Amortization s a snap To begin do a backup Next click on Amortization Full Amortization from the Main Menu A dialog box will ask for the date that you are amortizing Enter the Amortization date as MM DD YY The program will run for a few moments and then control will be returned to your mouse This routine has created a book value increase or decrease transaction for each of your appropriate BN ST CMO and MBS securities You will now post the transactions per the Posting Transactions procedures mentioned prev
82. he Book Value and increases the Book Value decrease field Code 4 can be a Debit or Credit entry 5 Code 5 signifies interest or dividends received for a security Code 5 is a Credit entry 6 Code 6 signifies Accrued Interest Paid The entered value updates the Accrued Interest Paid field Code 6 is a Debit entry 7 Code 7 signifies a Disposal Profit The entered value updates the Disposal Profit field and flags are set to signify further processing Code 7 is a Credit Entry 8 Code 8 signifies a Disposal Loss The entered value updates the Disposal Loss field and flags are set to signify further processing Code 8 is a Debit Entry 9 Same as 4 above but amount is attributed to a disposal Disposal Book Value Increase or Decrease fields are updated The preceding information is also on the back page of this manual for easy reference when entering transactions Schedule D Overrides and Exceptions As a general rule data entry in PortMan is designed to minimal and as required By that we mean we want the user to be able to enter only a minimum amount of data to get the required reports from the system To achieve this goal we employ a number of Global defaults which are used in place of data that has not been entered Most global defaults can be set at the Utility Screen or The System Preferences PortMan User Manual Version 2015 08 Page 150 Copyright Accurate Business Systems 2015 Screen For instanc
83. he Public or Priv Trade field Most all securities will be publicly traded Select the correct value in the Tax Status field Select the correct value in the Portfolio field IF you have securities on special deposit THEN select the correct value for the next three fields RortMan will export this data to Schedule E section 2 of your Statement Software Select the correct value in the Special Deposit Location field Select the correct value in the Special Deposit Where field Where deposited and purpose of deposit on Schedule E section 2 Enter the correct value in the Special Deposit Shares field That s it The stock is entered If you want to enter another security choose Records then Add a New XXX to add the next security where XXX is the security type If you re finished choose File Exit to move to the main menu There are 3 pages screens on a Stock record You have just finished entering Page 1 Page 2 has more information about the security which is updated by other parts of the program Page 3 contains all of the transaction information that has affected the security You can move to the pages by choosing File then Page 2 or Page 3from the Menu or by clicking on the Move to Page 2 and Move to Page 3 buttons in the upper right hand corner of the screen PortMan User Manual Version 2015 08 Page 143 Copyright Accurate Business Systems 2015 Completing Acquisition Transactions After entering all of the purchases for the m
84. hedule value from the pick list in the Pay Schedule field Press enter to move to the Vendor field Pick the correct vendor from the pick list in the Vendor field Select the NAIC Designation from the pick list Select the correct method of calculating book value in the Book Value as field This should be 1 default as the system will show book value as amortized value unless the bond has a low NAIC Designation which will then cause the security to display the lower of amortized or market value The only exception is if your company requires you to carry your bonds at Market In this case you will choose 3 NAIC market price Select the correct method of calculating market value in the Market Value as field You will normally use 1 NAIC Table value Use this even if you do not get your market prices from the NAIC This just tells the system to get the Market prices from the NAIC column on the Market screen Select the correct value in the Public or Priv Trade field Most all securities will be publically traded Select the correct value in the Portfolio field This field is important as it will break your holdings into the separate portfolios on your Portfolio report The Portfolio report is used to make sure your holdings match the bank each month You can end here for a typical bond purchase The rest of the fields will receive values as appropriate Select the correct value in the Tax Status field You don t need to enter anything here This f
85. help you to subtract 30 days from the entries on the list A 44 day delay pays on the 15 Enter the Maturity Date of the bond Note When entering a date in any date field in PortMan you may use slashes or periods as the separator Example Entering 11 12 6 will enter a date of 11 12 2006 WAM Weighted Average Maturity is auto filled Enter the value of the securities original Par in the Orig Balance field This is the amount of par that was associated with your security when it was issued If you don t have this information it will be calculated when you enter the current factor Enter the current Par value in the Unpaid Bal field This is the Par Value you are purchasing If you entered data in the Orig Balance and Unpaid Bal fields the Curr Factor field is auto filled If you don t have an original balance value but you do have a factor you can enter it now The Orig Balance field will then be auto filled Enter the correct value in the Actual Cost field The Price Paid field is auto filled PortMan User Manual Version 2015 08 Page 138 Copyright Accurate Business Systems 2015 Enter the Weighted Average Coupon in the WAC field This is average coupon rate of the pooled securities It is usually 5 higher than the Pass Through coupon rate Note Weighted Average Coupon is not the rate that you are paid Pass Thru Rate is the coupon you are paid The Coupon rate is auto filled in the Pass Thru Rate field This is th
86. his allows the user to change a cusip of a security Help This selection moves you to the Help sub menu Portman Manual This selection will open the PDF version of the Portman manual Assumes the user s computer has a PDF compatible reading program installed Monthly Workflow This selection will open a PDF version of the recommended Monthly Workflow Check List Assumes the user s computer has a PDF compatible reading program installed PortMan on The Web This selection will open the Portman website Join a Support Session This selection will open the online assistance web page Please call PortMan support and discuss the issue you are experiencing The support rep will provide an access code to join a meeting if and when it is necessary Check for updates This option will check online for the most current version of Portman It will inform you if you need to run an update Option is disabled if FTP is disabled PortMan User Manual Version 2015 08 Page 116 Copyright Accurate Business Systems 2015 Initial Data Entry Initial Data Entry is most easily and accurately accomplished by converting your existing data to PortMian Accurate Business Systems can convert most every type of data that you possess into a format that is readable by PortMan In most cases almost all of the data can be converted leaving only a small amount of data to be manually entered Accurate Business Systems will convert your data as part of the Initial
87. ht Accurate Business Systems 2015 Quarterly Procedures The end of each quarter March June and September follows the regular monthly procedures except for a few changes e After completing Accrual and Amortization you will probably want to price your portfolio using the Market Screen This screen allows you to change the Market price and designations NAIC Ratings for each of your securities e You may need to run the Quarterly Export for your statement software Year End Procedures The end of the year December follows a regular months procedures except for a few changes e Amortization is not optional at year end It must be completed e The Run Year End option will first process the year end steps then the December Month End e The Year End program copies all of the data from the main file to the previous year data file and then gets the primary file ready for the New Year DO NOT run the year end program until all data is verified to be correct and data has been transferred to the Annual Statement software Processing the steps below in the order given will help ensure accurate and successful data entry The flowchart for December s work flow is 1 VERIFY a Prior to entering data for the intended month verify that Month end processing has been completed for the prior month The transactions you intend to enter should be dated within the month displayed in the Current Month field on the main menu If that is the case then proceed
88. ield is used in the tax report on the print menu Most customers don t use this report If this bond is a Variable Rate security check the appropriate box This will flag the security as such on the Annual Statement and calculate interest accrued using the current coupon rate If this bond is an adjusting lot for an IBONDS TIPS security check the appropriate box IF you have securities on special deposit THEN select the correct value for the next three fields Select the correct value in the Special Deposit Location field PortMan User Manual Version 2015 08 Page 128 Copyright Accurate Business Systems 2015 Select the correct value in the Special Deposit Where field Where deposited and purpose of deposit on Schedule E section 2 Enter the correct value in the Special Deposit Par field That s it The bond is entered If you want to enter another security choose Records then Add a New XXX to add the next security where XXX is the security type If you re finished choose File Exit to move to the main menu There are 3 pages screens on a bond record You have just finished entering page 1 Page 2 has more information about the security which is updated by other parts of the program Page 3 contains all of the transaction information that has affected the security You can move to the pages by choosing File then Page 2 or Page 3 from the Menu or by clicking on the Move to Page 2 and Move to Page 3 buttons in the upper right h
89. ike to create a spreadsheet with the unrealized gain loss data PortMan User Manual Version 2015 08 Page 1 81 Copyright Accurate Business Systems 2015 Backup Restore The Backup and restore processes are integrated into a single form To select between Backup and Restore simply select the appropriate radio button The default selection is Backup Backup The Backup File Maintenance screen provides a useful tool to create data file backups for any given point in time The backup process is accomplished by compressing files located in the Portman data folder Working Directory into a ZIP file and placing the resulting ZIP file into the backup folder as identified in the Utilities screen The process will allow for five distinct types of backup file to be created they are Type Purpose Normal This setting will back up the critical PortMan data files Norma w Backup Files This setting will back up the critical PortMan data files and the existing running backup copy of those files Normal w EOM Files This setting will back up the critical PortMan data files along with the previous EOM copy of those files Normal w Prior Year Files This setting will back up the critical PortMan data files along with the prior year data copy of those files All Files This setting will back up ALL files in the PortMan data directory Sub directories located in the PortMan data directory are NOT included in the backup process
90. ing period SHIFT PLUS Minus Holding the shift key while pressing either the PLUS or MINUS key on the keypad will increment or decrement the date by ten 10 days Adding Cash Equivalent Securities Cash Equivalent securities will be displayed and reported on Schedule E Part 2 On this screen you can add investments owned whose maturities at the time of acquisitions were three months or less and are defined as cash equivalent in accordance with SSAP No 2 DO NOT include Money Market Mutual Funds on this screen The Cash Equivalent input screen is displayed below followed by the fields that are available to you during the initial acquisition of the security PortMan User Manual Version 2015 08 Page 22 Copyright Accurate Business Systems 2015 Page 1 Double Click for Input Help Cusip Name Type Coupon Par Value Actual Cost Price Paid Issue Date Maturity Date Call Date Call Price Trade Date Settle Date 2 Paesi 7 lose Cash Equivalent Input Screen 2 Lot 1 G L Definition SIC Category CE Disposed Currency Denomination Calculate Int Vendor Int Frequency Initial NAIC Desig First Coup Date Book Valueas 1 Default viis duas Market Value as Accrued Int Paid PublicorPriv Trade 2 Publicly traded Pay Schedule Portfolio Amortize this S y Yield to Call e CCS Tax Status Yield to Maturity Variable Rate Sch D Yield HBOND TIPS Anori To Sche
91. ing the first row with CUSIP 3 Identify the column that contains the Market Price by labeling the first row with PRICE or MARKET PRICE Rating agencies are identified by the NAIC Code for each agency Found in the purposes and Procedures manual or this PDF http www naic org documents svo_naic_aro pdf 4 Identify the column that contains the a MOODY rating by labeling the first row column with one of the following i A ii MOODYS ii MOODY b STANDARDS and POOR S rating by labeling the first row column with one of the following i B ii S amp P ii S amp P PortMan User Manual Version 2015 08 Page 169 Copyright Accurate Business Systems 2015 c FITCH rating by labeling the first row column with one of the following ty ii FITCH d DBRS rating by labeling the first row column with one of the following i D ii DBRS e A M BEST rating by labeling the first row with one of the following kh E ii AMBEST ii BEST iv A M BEST f MORNINGSTAR CREDIT rating by labeling the first row column with one of the following i F ii MORNINGSTAR g KROLL BOND KBRA rating by labeling the first row column with one of the following i G ii KROLL ii KBRA h EGAN JONES EJR rating by labeling the first row column with one of the following i H ii EGAN JONES iii EJR iv EGAN A Columns labeled in any other way will be ignored 6 The worksheet may contain prices for multiple portfolios or you can cr
92. ings section of your custodial statement This format does will derive an NAIC designation for your rated securities See Creating a Tab delimited W CRP Market Price File AVS Format This format can be used if you subscribe to the NAIC AVS Service The file that you receive from that service will use this setting EPS Format This format is used by some Sungard EPS as well as some banks This format does not allow import of the NAIC Designation Creating a Tab delimited Market Price File A tab delimited text file will contains the following columns CUSIP PRICE Optional NAIC DESIGNATION Optional Market Price File Definition Creating the text file is very simple using Microsoft Excel Version 97 2003 or 2007 by following these steps 1 Your excel spreadsheet will need to contain three columns Column 1 CUSIP Column 2 PRICE Column 3 NAIC Designation optional 2 Labels on the columns are NOT needed 3 The worksheet with your pricing and NAIC Designations should not contain any other data PortMan User Manual Version 2015 08 Page 166 Copyright Accurate Business Systems 2015 4 The worksheet may contain prices for multiple portfolios or you can create multiple worksheets for your different portfolios 5 It is acceptable if you have other worksheets in your Excel document that contain other data A sample spreadsheet would look similar to the following figure A B C D E 1 00184A AB 1 107 91 1FE 2 00206R 10 2 26 44 1FE 3
93. interest that the security pays in the Coupon field Enter the rate as in the following example 4 25 PortMan User Manual Version 2015 08 Page 130 Copyright Accurate Business Systems 2015 Enter the Par value of the security in the Par Value field Enter the Actual Cost of the security in the Actual Cost field Price Paid is auto filled This value may be over ridden but will only be incorrect if the Par or Actual Cost is entered incorrectly Enter the Issue Date if you desire Enter the Maturity Date of the security Note When entering a date in any date field in PortMan you may use slashes or periods as the separator Example Entering 11 12 6 will enter a date of 11 12 2006 Enter the date that the security is callable if it is in the Callable Date field EX 3 31 05 Leave the field blank if the security is not callable Enter the Call Price of the security if there is one Enter the Trade Date of security Enter the Settle Date of the security Choose the correct interest calculation method from the pick list in the Calculate Int field Most every security will be 30 360 Choose the correct frequency of interest payment from the pick list in the Int Frequency field First Coupon Accrued Int Paid and the Yield fields will be auto filled and Modified Duration is calculated Press Enter to move to the Pay Schedule field Note You can over ride any of the values that are auto filled by PortMan But don t change
94. iously Month End Program The last task in monthly operations is to run the end of month program This program performs several functions all designed to give you a better handle on money that is due you To run the Month End program choose Programs Month End from the Main Menu The program begins by displaying the following message This program can only be run once a month and asks for verification that you really want to run it After verifying you want to continue the program then calculates the first day of the new month and displays the following message Continue with new month program PortMan calculates the first day of the new month to be 9 1 2013 Do you wish to continue The first action taken by the program is to print out a report that lists every security that paid interest or dividends in the month ending It lists the security s Cusip the security s name annual interest due payable mode monthly quarterly date due date paid amount paid paid to date and lists if the bond is partially or fully disposed PortMan User Manual Version 2015 08 Page 153 Copyright Accurate Business Systems 2015 The second function of this program is to calculate and find all bonds that are due to receive an interest payment in the month that is about to begin After finding the records that are due a payment it calculates the amount of the payment to be received A report is then printed that lists the bonds to
95. ired in the current year Acquired Short Lists information about the Short Term securities that have been Term purchased in the current year Active Bond Lists most of the information in Schedule D Part 1 Summary Active Cash Prints a list of Cash Equivalent security holdings Equivalent Active CMO amp Lists information about the active CMO s and MBS securities in your MBS Summary portfolio Active Short Term Lists information about the active Short Term securities in your portfolio Active Spreadsheet Creates a spreadsheet that lists various data about each owned security Active Stock Lists information from Schedule D Parts 2 Summary Amortization by Month Provides an Amortization of Premium or Accretion of Discount report broken down by Month for each security you select to print Amortization by Year Provides an Amortization of Premium or Accretion of Discount report broken down by Year for each security you select to print AVR Prints the Asset Valuation Reserve report Detail Report Provide an Individual Security detail report for each securities you select to print Disposed Bond Lists information about bond s CMO s and Mortgage Backed Summary securities that are partially and fully disposed Disposed Cash Prints a list of Cash Equivalent securities sold or disposed of this year Equivalent Disposed Short Lists information about the Short
96. l Version 2015 08 Page 137 Copyright Accurate Business Systems 2015 A pick list appears that is used to define the type of bond you are purchasing This list contains all of the definitions of the NAIC categories for Bonds and Short Term securities It as well as all of the following lists of this type has a dynamic lookup capability Type the description you are looking for to highlight the choice you want For a US Industrial amp Misc not loan backed security begin by typing USA You will see the US bonds in the list The eighth choice is the category we need Highlight it by using the down arrow key or by clicking with your mouse Click the OK button and the Type and its description fields will be auto filled Press Enter to move to the GL definition field You will see a pick list that contains the General Ledger definitions for your security types This list is used to define all of your GL accounts that correspond to the appropriate transactions for that security type ortMan will then use the definition to ascertain the appropriate ledger number when it generates transactions This allows PortMan to provide Transaction reporting that corresponds to your GL Choose the appropriate definition for this bond and click OK or press Enter Press Enter to move to the Issue Date field Enter the Issue Date of the MBS Enter the Trade Date of MBS Enter the Settle Date of the MBS Select the days delayed of payments in Delay Days field It may
97. le Date Enter the date the disposal was settled Purchaser Enter the Purchaser of the security Disposal Shares Enter the amount of shares sold on a disposal of stock Disposal PAR Enter the amount of PAR sold on a disposal of a BOND CMO MBS or Short Term Consideration Enter the Sale Amount the amount received for the security Interest Dividend Received Enter the amount of interest or dividend received as a result of this disposal A blank indicates zero received Disposal Options Matured Check this box if the security has matured Return of Capital Check this box if the transaction is a Return of Capital and you are not disposing of any shares PortMan User Manual Version 2015 08 Page 146 Copyright Accurate Business Systems 2015 NOTE A return of capital that exceeds the actual cost must be processed in two transactions The first transaction will be a Return of Capital for the amount of the Actual Cost Then you will process a second transaction as a Capital Gain for the difference Capital Gain Check this box if the transaction is a Capital Gain and you are not disposing of any shares Stock Spin Off Check this box to dispose of a portion of the cost basis as a result of a Stock spin off This is for the actual spin off not for the disposal of any resulting fractional shares on the new spun security Click the Save Disposal button to save your entries click close to cancel PortMan User Manual Version 201
98. lf of the screen m CETT MN MN RUNE RN RN TN Report Style 2 critical C wamings info C all records Print Report Output to Printer to Screen File Records 197 Records to Process 83 Transactions Processed 83 Post Errors Interest 49 107 807 54 Interest 107 807 54 Dividend 0 00 Dividend Paydown 32 845 723 01 Paydown 845 723 01 Disposal 2 415 264 29 Disposal 415 264 29 Disposal Interest 0 00 Disposal Int Other Lines in File Unsupported Critical Errors Acct Filter Errors The Imported Files list should contain a new entry much like the one hi lighted above Process Total PortMan User Manual Version 2015 08 age 164 Copyright Accurate Business Systems 2015 Imported Files Printed Report The printed report will display the import results It contains a summary section at the top much like the screen The report also contains status data for each line imported from the file Custodial Statement Import Results Print Date 10 1 2012 02 12 40 PM Batch ID 2 Import Date 9 29 24 AM 8 8 2012 Bank USBank Account 5056000588 Portfolio Plan 1 Status Complete File Type ImportFileName C data importnhh 07 jul Comprehensive_Transactions_As_Of_07 01 2012 Plan 1 Txt File Contents Processed Records Interest 43 124 177 33 Interest 124 177 33 Dividend 0 00 Dividend Paydown 28 1 704 383 86 Paydown 1 704 383 86 Disposal 3 4 509 198 30 Disposal
99. ll option date for the security Leave the field blank if the security is not callable Call Price Enter the Call Price of the security If the call price is left blank and there is a valid call date entered Portman will assume that the call price is 100 per 100 PAR Trade date Enter the Trade Date of security Settle date Enter the Settle Date of the security Calculate Int Choose the correct interest calculation method from the pick list in the Calculate Int field Most every security will be 30 360 Int Frequency Choose the correct frequency of interest payment from the pick list in the Int Frequency field First Coup Date First Coupon Date is calculated based on the Interest frequency and Maturity Date data entered This field displays YOUR first coupon date not necessarily the first coupon date of the security Accrued Int Paid Accrued Interest Paid should come from your custodial statement at the time of the acquisition Portman will calculate the amount based on the data that has been entered Periodically the calculation will not match the information on your custodial statement In that situation you should enter the amount shown on your statement This field should not be edited after the acquisition security has been posted Pay Schedule The Pay Schedule field helps PortMan determine when this security will display on the income screen as being due Generally the month of the Maturity date will corr
100. mortization field Press Enter and type the GL account for increasing the book value of a discount bought at less than 100 security in the Accretion of Discount Income field Press Enter and type the GL account for accumulating the accretion of discount in the Accumulation of Discount Accretion field Press Enter and type the GL account for profit on a sold security in the Profit field Press Enter and type the GL account for loss on a sold security in the Loss field Press Enter and type the GL account for Income Accrued the debit entry in the Income Accrued Asset Debit field Press Enter and type the GL account for Income Earned the credit entry in the Income Earned Credit field This is usually the same as the Income Received account PortMan User Manual Version 2015 08 Page 118 Copyright Accurate Business Systems 2015 Day to Day System Management Monthly System Workflow Processing the steps below in the order given will help ensure accurate and successful data entry 1 VERIFY a Prior to entering data for the intended month verify that Month end processing has been completed for the prior month You can do this by clicking Utilities Utility Screen which will display the Utility Settings window The transactions you intend to enter should be dated within the month displayed in the Current Month field If that is the case then proceed to step 2 Otherwise If you find that the Current Month is the month prior to your inten
101. mulation of Discount Accretion 80124 12012 Profit Loss _ _ 80310 80310 income Accrued Asset Debit Income Earned Credit 12500 24010 OK Cancel n the General Ledger Form Click on the first empty record to add a new GL Definition PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 117 Then click into the Definition Number Field on the right hand side of the form to add the definition number If this is the first Definition enter a into this field Press Enter to add Description of the definition in the description field The description should be as descriptive as possible Ex Long Term Bonds Preferred Stock Common Stock Press Enter and type in the GL account for the Asset in the Asset field This is the account that is increased on a purchase and decreased on a sale Press Enter and type the GL account for the Cash or suspense account in the Suspense field This is decreased on a purchase and increased on a sale Press Enter and type the GL account for income received in the Income Received field Press Enter and type the GL account for accrued interest paid on a security purchase in the Prepaid Income field Press Enter and type the GL account for decreasing the book value of a premium bought at greater than 100 security in the Amortization of Premium Expense field Press Enter and type the GL account for accumulating the amortization of premium in the Accumulation of Premium A
102. n Indicator on Page 2 of the security must be P or RP This error may occur on the AVS Import PortMan User Manual Version 2015 08 Page 173 Copyright Accurate Business Systems 2015 Market Price Import Results After the import is complete you will see a Market Price Import Results report This report displays all of your active investments grouped by the type of changes that were made to them on the Market Screen The heading Data Changed indicates what data items were imported and changed Medical Insurance Exchange of CA MARKET PRICE IMPORT RESULTS Page 1 As of 11 30 2013 1 7 2014 Ep ER CURRENT CURRENT Price NAIC A B C D E Morning G Egan Other NAIC CUSIP Lot DESCRIPTION TYPE GL DISPOSED PRICE DESIG Date Price DESIG Moody S amp P Fitch DBRS AM Best Star Kroll Jones CRP DESIG Data changed 09256B AA 5 1 Blackstone Hidgs 6 625 8 15 2019 Bi 5 109 916 1FE 11 30 2012 109 9461FE A2 AA 4FE 09256B AA 5 2 Blackstone Hidgs 6 625 8 15 2019 BN 5 109 916 1FE 11 30 2043 109 9161FE A2 AA 1FE 149206 AA 2 1 Catlin Insu 7 25 BN 5 100 500 2FE 11 20 2013 100 5002FE BAA2 A 2FE 149206 AA 2 2 Catlin Insu 7 25 BN 5 100 500 2FE 11 20 2013 100 5002FE BAA2 A 2FE 31371L F46 1 FNMA Pool 254987 MBS 3P 109 555 1FE 11 30 2013 109 5551FE AA2 AA 1FE 31371L F46 2 FNMA Pool 254987 MBS 3P 109 555 1FE 11 30 2013 109 5551FE 9 AA2 AA 1FE 31401A M2 0 2 FNMA Pool 702477 MBS 3P 111 483 2FE 11 30 2013 111 4832FE BAA3 BBB 2FE 912828 VS
103. n Schedule Part 1 B The information provided lists all purchases dispositions and non trading activity broken down by NAIC code Verification This choice allows the user to print a Schedule D and a Schedule DA verification report Amortization This choice moves you to the Amortization Routine Menu This routine is used to create Book Value change transactions Full Amortization The Input for this function asks for the amortization date and then calculates an increase or decrease amount for each Bond and Short Term security After calculating the Book Value change the program creates a transaction for each affected security The transactions are then posted using the Transaction routine Market This selection moves you to the Market Posting Screen This screen allows you to enter the Market Rate the NAIC SVO Security Valuation Office Market Price and the NAIC designation rating for each security It asks you to enter the date for the pricing when you first arrive at the screen It will not let you move forward until a valid date is entered This function will calculate market yields and durations for all fixed income securities that have been updated when you choose to return to the Main Menu See Market Price Import Utilities This selection moves you to the Utility sub menu Utility Screen This selection will open the utility screen where you can edit many of the preferences that control how PortMan operates Change Cusip T
104. not be edited after the acquisition security has been posted Book Value As Select the method of calculating book value in the Book Value as field Normally this should be 1 Default with this setting the system will show book value as amortized value unless the bond has a low NAIC Designation which will then cause the security to display the lower of amortized or market value Any other choice for Book Value As will force the system to ALWAYS report the book value as that choice For instance if your company requires you to carry your bonds at Market then you would choose 3 Market Value Market Value As Select the correct method of calculating market value Normally use 1 NAIC Tbl value Use this even if you do not get your market prices from the NAIC With this setting the system will get the Market prices from the NAIC Px column on the Market screen If you use 2 Market Value the system will get the Market prices from the Market Px column on the Market screen Other choices force the system to use those values as Market Price Note Be as consistent as possible using diverse values for different securities will cause confusion Public or Priv Trade Select the correct value in the Public or Priv Trade field Most all securities will be publicly traded Portfolio Most users use this field to identify which custodial statement the security is held on If you only have one statement leave blank or set to
105. o amortization If this bond is a Variable Rate security check the appropriate box This will flag the security as such on the Annual Statement and calculate interest accrued using the current coupon rate If this bond is an adjusting lot for an IBONDS TIPS security check the appropriate box IF you have securities on special deposit THEN select the correct value for the next three fields Select the correct value in the Special Deposit Location field Select the correct value in the Special Deposit Where field Where deposited and purpose of deposit on Schedule E section 2 Enter the correct value in the Special Deposit Par field NOTE When only a partial amount of an investment lot is pledged we recommend that use That s it The security is entered If you want to enter another security choose Records then Add a New XXX to add the next security where XXX is the security type If you re finished choose File Exit to move to the main menu There are 3 pages screens on a short term record You have just finished entering page 1 Page 2 has more information about the security which is updated by other parts of the program Page 3 contains all of the transaction information that has affected the security You can move to the pages by choosing File then Page 2 or Page 3 from the Menu or by clicking on the Move to Page 2 and Move to Page 3 buttons in the upper left hand corner of the screen PortMan User Manual Version 2015 08 Page
106. olio Names Investment data Change Portfolio Name OK Cancel Note It is not necessary to assign a bank and an account number to all portfolios only to those that you intend on importing PortMan User Manual Version 2015 08 Page 159 Copyright Accurate Business Systems 2015 Setup Associating a security to the correct portfolio From the Main Menu choose Change Edit a Security WE Fie Add Change Programs Transactions Quarterly Amortization Accrual Market Utilities Help Cusip Search MP lt ALL gt CUSIP LOT TYPE NAME SHARES PAR ACQUIRED 726505 AH 3 TBN PLAINS EXPLORATION amp PRO 1 500 000 00 7 9 2013 737679 CW 8 1 BN POTOMAC ELECTRIC POWER 500 000 00 10 28 2008 Edit Lot Add New Lot 74041 AA 0 6 BN SHELL OIL CO SR LEASE NOTE 143 422 46 10 1 1992 74041 AA 0 7 BN SHELL OIL CO SR LEASE NOTE 73 964 16 12 31 2007 74041 AA 0 8 BN SHELL OIL CO SR LEASE NOTE 13 496 00 9 30 2008 74041 AA 0 9 BN SHELL OIL CO SR LEASE NOTE 42 733 21 7 30 2009 Detail Report 74041 AA 0 10 BN SHELL OIL CO SR LEASE NOTE 14 836 79 7 30 2010 Ss es 74041 AA 0 11 BN SHELL OIL CO SR LEASE NOTE 10 792 88 7 30 2011 Schedule Schedule 74041 AA 0 12 BN SHELL OIL CO SR LEASE NOTE 14 248 88 7 30 2012 By Month By Year 74041 AA 0 13 BN SHELL OIL CO SR LEASE NOTE 11 724 44 7 30 2013 74347X 63 3 acs PROSHARES ULTRA FINANCIALS 810 00 14 15 2010 74348A 87 1 1 CS PROSHARES ULTRASHORT REAL ES 133 33 4 15 2010 743674 AX 1 1
107. olio Report Clase Ej Acquired Securities BONDS SHORT TERMS E Active Bond Summary E Active Short Term Schedule DA Clear All y Report E Disposed Bond Summary E Disposed Short Term Selections E Acquired Short Term STOCKS E Active Stock Summary CASH EQUIVALENTS E Disposed Stock Summary E Active Cash Equivalent CMO MBS El Denn Cash Du El Active CMO amp MBS Summary E Acquired Cash Equivalent OTHER E Earned Spreadsheets E Active Spreadsheet Send Output ta l Printer Market Value Report pleon E Tax Report Excel Process Selected Reports E arned Spreadsheets description jV Open Excel when export is complete Change Printer Target Printer Adobe PDF on Ne05 Exce Path C data MIEC Export el Export Print Selection e Click on each selection that you wish to print A checkmark will signify that you have chosen a report to print Click the selection again to remove the checkmark e Select the method of Output Screen Printer Excel Multiple choices may be used e Click the PROCESS SELECTED REPORTS button after you have checked all the reports that you want to print The selected reports will then go to the printer PortMan User Manual Version 2015 08 Page 177 Copyright Accurate Business Systems 2015 Report Descriptions Acquired Cash Equivalent Prints a list of Cash Equivalent securities acquired this year Acquired Securities Lists information for securities acqu
108. olumns CUSIP PRICE Optional CRP Rating information Optional PortMan User Manual Version 2015 08 Page 168 Copyright Accurate Business Systems 2015 CRP Market Price File Definition This file can be created using either of the following format options OPTION 1 WITH OUT a FIRST ROW HEADER Creating the text file is very simple using Microsoft Excel Version 97 2003 or 2007 2013 by following these steps 1 Your excel spreadsheet will need to contain three columns Since there is no header you will need to put the data in the following order Column 1 CUSIP Column 2 PRICE Column 3 CRP Rating 2 Labels on the columns are NOT needed The worksheet with your pricing and CRP Rating should not contain any other data 4 The worksheet may contain prices for multiple portfolios or you can create multiple worksheets for your different portfolios 5 Save the file using the instructions found on Page 69 Saving the Market Price File Pid A B E 00184A AB 1 100 0000 AA1 03063N AK 3 104 5235 A1 03065E AG 0 98 5600 B 315911 80 0 53 4400 31416W H3 9 109 2000 CCC 31384W GU 8 113 5220 AAA SN DW PWN FM OPTION 2 WITH a FIRST ROW HEADER Creating the text file is very simple using Microsoft Excel Version 97 2003 or 2007 2013 by following these steps 1 Your excel spreadsheet can contain any data that you wish but the CUSIP PRICE and CRP Agency columns must be labeled 2 Identify the column that contains the cusip by label
109. on 2015 08 Page 136 Copyright Accurate Business Systems 2015 There are 4 pages screens on a CMO record You have just finished entering page 1 Page 2 has more information about the security which is updated by other parts of the program Page 3 contains all of the transaction information that has affected the security Page 4 contains the historical and projected cash flow schedule You can move to the pages by choosing File then Page 2 or Page 3 or Page 4 from the Menu or by clicking on the Move to Page 2 and Move to Page 3 buttons in the upper left hand corner of the screen Note If you choose to move off Page 1 you will be prompted with a question that asks Create the general ledger transactions associated with this security Choose Yes to create the GL transactions If you don t say yes to the question PortMan will generate the transactions when you leave the new security Adding MBS s You will begin by Choosing Add from the Main Menu then MBS from the Sub Menu or you could also get here by choosing Add a MBS from the Record Menu of a security input screen FEE File Edit Records Write Down Page 1 Double Click for Input Help MBS Input Screen Fase lt a Cusip WEJPEDPE Tot 1 J G L Definition Name Category MBS Type Disposed Colatteral Type Currency Denomination Issue Date WAC at Purch Vendor Trade Date Pass Thru Rate Initial NAIC Desig Settle Date Int
110. ontained data errors Would you like to see a report of these errors one below 10 If there are processing errors you can display them by clicking YES or by clicking ERGS Fauna link on the import screen 11 When you are returned to the Market Posting Screen you can review the prices that have been updated by examining the records that have a Y in the port column Understanding the error report When the file is opened to import data each line of the file is subjected to a series of tests to determine if it is valid data Any records that fail to pass the test are marked as invalid data and will be displayed on the error report If a record has ANY error no data on that record is imported Below is a brief sample of an error report followed by a definition of the error PortMan User Manual Version 2015 08 Page 72 Copyright Accurate Business Systems 2015 Accurate Insurance Company Price Import Error Report Cusip Price NAICDesig Error Message 000000 11 7 101 50 Duplicate Record 000000 4A 8 101 50 2FE No Securities exist for this CUSIP 00184A AB 1 1FE Price 107 ABC is not a valid Number 00206R AF 9 Nothing to Do No Price or Designation supplied 002819 AA 8 109 83 2FE Multiple prices for Cusip imported 002819 AA 8 110 89 2FE Multiple prices for Cusip imported 005158 02 6 110 88 1FE Multiple NAIC designations for Cusip imported 005158 QZ 6 110 88 2FE Multiple NAIC desianations for Cusio imported
111. onth you need to verify that the transaction information is entered correctly For input checking you will want to print the Pre Post Transactions report The Pre Post Transactions report is a one sided single entry accounting report that lists each security with the associated PortMan transaction Code The report is found under the Transaction Menu If all transactions are correct you should run a backup This will ensure that you can recover if an entry is incorrect or the power goes out while you re posting the transactions Choose Transactions Post Transactions to post A posting is required because there are internal events such as quarterly information that must be recorded in the system PortMan User Manual Version 2015 08 Page 144 Copyright Accurate Business Systems 2015 Disposing Securities To dispose a security you will choose Transactions from the Main Menu then Calls Maturities Sales from the sub menu You will be brought to a screen that looks like the following E File Cusip Search Single Lot Disposal Cusip Lot Type Description 001055 AC 6 001547 10 8 00162U AN 7 1 BN AFLAC INC 1 CS AK STEEL HOLDING CORPORA 1 BN ALM 2010 3AR A1 Shrs Multi Lot Disposal Par Portfolio 1 000 000 00 US Bank London Life USBank 463 061 16 USBank 1 500 000 00 SC 500 000 00 US Bank London Life 250 000 00 US Bank London Life 250 000 00 US Bank
112. ount Accretion Profit Loss Income Accrued Asset Debit Income Earned Credit Please complete a definition for each type of security you have in your General Ledger Refer to the Initial Data Entry instructions or call Accurate Business Systems for help PortMan User Manual Version 2015 08 Page 92 Copyright Accurate Business Systems 2015 General Ledger Definition Screen Page 2 Definition Number 2 Description Asset Suspense Income Received Prepaid Income Amortization of Premium Expense Accum Premium Amortization Accretion of Discount Income Accum Discount Accretion Profit Loss Income Accrued Asset Debit Income Earned Credit Please complete a definition for each type of security you have in your General Ledger Refer to the Initial Data Entry instructions or call Accurate Business Systems for help PortMan User Manual Version 2015 08 Page 193 Copyright Accurate Business Systems 2015 General Ledger Definition Screen Page 3 Definition Number 3 Description Asset Suspense Income Received Prepaid Income Amortization of Premium Expense Accum Premium Amortization Accretion of Discount Income Accum Discount Accretion Profit Loss Income Accrued Asset Debit Income Earned Cr
113. r Actual Cost and Price Paid will be auto filled Enter the Par Value of a Preferred stock in the Par Val Share field if there is one Enter the Issue Date if you desire Enter the Maturity Date if appropriate Enter the date that the stock is callable if it is in the Callable Date field Leave blank if appropriate Enter the call price of the stock if it is in the Call Price field Leave blank if appropriate Enter the Trade Date Enter the Settle Date Enter the coupon in the Coupon field Leave blank if appropriate Select the appropriate Dividend Frequency in the Div Frequency field Stocks usually pay quarterly Enter the first Dividend pay date of the year in the First Div Date field This field and Expected Dividend must have a value entered to print on the Expected Dividend Payment report that prints with the Month End reports Enter the dividend amount in the Expected Div field PortMan User Manual Version 2015 08 Page 142 Copyright Accurate Business Systems 2015 Enter the Accrued Dividend Paid if there was one Select the correct dividend Pay Schedule Select the correct Vendor who supplied this stock Select the Initial NAIC designation Select the correct method of reporting book value in the Book Value as field Select the correct method of reporting market value in the Market Value as field Select the correct method of reporting statement value in the Statement Val as field Select the correct value in t
114. r MBS s and CMO s and update them regularly you defeat the purpose of entering them as an MBS or CMO Adding CMO s You will begin by Choosing Add from the Main Menu then CMO from the Sub Menu or you could also get here by choosing Add a CMO from the Record Menu of a security input screen WE File Edit Records Write Down Price Paid UDF Title UDF2Title UDF3Title page 1 1 Cose Page 1 Double Click for Input Help cmo Input Screen Close Cusip MH Lot 1 GIL Definition Name Category CMO Type Disposed Colatteral Type Currency Denomination CMO Type Vendor Princ Paid Initial NAIC Desig 1st Plan Prin Pay Date Interest Rate Amort Method Last Plan Prin Pay Dt Int Frequency Book Value as 1 Default ay A First Coup Date Public or Priv Trade 2 Publicly traded ue d Trade Date Accrued Int Paid Portfolio E Pay Schedule F Do Not Amortize Variable Rate Settle Date Delay Days Mee ni gei Maturity Date Nop Aue Daae E ax Rd Orig Balance Initial Yield 3 P za E zm Unpaid Bal Par Schedule D Yield pui m Curr Factor P 3 P ER Actual Cost Pricing Source Characteristics Sum Inv Category Sch D Fair Value NOTE Fields in RED are required if applicable Fields in BLUE are calculated You are now looking at the CMO Input Screen There are some things you should note about this entry screen The field
115. ransfer data to the Annual Statement software d Working Schedule D before you process step 8 e Others as desired 7 Export Schedule D a Load PortMan Schedule D data into your annual statement software b Verify Schedule D data in your annual statement software is correct 8 Year End a Run Year End before starting January Do Not run Step 8 until you are ready to start January AND you have verified the prior year data You must run all December 31 reports and transfer files to the annual statement software before you run the Year End program In addition to the above the Market routine will need to be run sometime in January It is run after you receive the new market rates and NAIC designations from your source The market routine displays a list of all active securities in your portfolio You input the market price optional the NAIC SVO market price and the NAIC designation rating associated with the security The program posts the updates to the securities in the Previous and Current Year files then calculates market yield and modified duration for fixed income securities PortMan User Manual Version 2015 08 Page 110 Copyright Accurate Business Systems 2015 Main Menu Explanation and Description The Menu system is designed to be self explanatory and easy to use Each menu has an Exit choice that will either bring you to the previous menu or exit the system if you are at the Main Menu When PortMan is started yo
116. ries Portfolio Report Lists all of your active securities categorized by portfolio This report uses the information contained in the Portfolio field on Page 1 of the security input screens Pricing report Lists the Market Price and designations for each active security This report is used to enter and record the updated prices and designations into the Market screen Quality and Prints the Schedule D Part 1A Maturity Distribution report Maturity Distribution Part 1A Rating Lists all bond Part 1 securities broken by NAIC designation Within each rating classification the securities are listed in Maturity date order Reconciliation Lists all securities that are not reconciling between years This report should be blank If there are securities listed on this report they need to be looked into Schedule D Prints reports that show all of the information listed in the Schedule D Working Parts 1 2 Section 1 2 Section 2 3 4 and 5 A Pop up window is displayed and you are able to pick which reports you want as well as if you want to print to the printer screen or to spreadsheets Schedule D by GL Prints out Schedule D Parts 1 through 5 reports sub totaled by GL Type definition These reports show you the detail and summary information for your general ledger investment accounting Schedule D Prints the Schedule D Verification report Verification Schedule DA Prints the Schedule DA V
117. ring files VVILL overwrite your current files PortMan will force a FULL backup before restoring the file s that you retrieve File Code e Retrieve files from support Begin Restore Close You will enter your file code into the field provided and click the retrieve files from support When your file has been successfully received click the Begin Restore button to restore the files From this point on the process is the same as Restore Backup starting at step 8 Restoring a Backup NOTE Prior to restoring a backup file the system will automatically FORCE a complete backup of the data folder as an added protection against inadvertent data loss PortMan User Manual Version 2015 08 Page 187 Copyright Accurate Business Systems 2015 Master Install Setup Purpose For users who have multiple insurance companies and multiple installations of PortMan the burden of keeping the multiple installations up to date can be significantly reduced by creating a MASTER install copy of Portman The Master install copy can be a common folder created for this purpose or it can be an existing company Requirements In order to use the MASTER install update process you will need the following 1 Portman Version 2010 13 or higher earlier versions will work with this process look for additional notes below 2 A common folder that all users can have READ amp COPY access to 3 A text file called Master_Install_Enabled txt whi
118. s Before the instructions begin on adding a Bond we would like to address the issue of adding an agency CMO or Mortgage Backed Pool as a Bond The Bond security type is ideally set up for use as semi annual pay or zero coupon fixed income securities PortMan allows you to enter a monthly pay mortgage backed security as a bond and you can put it in the correct bucket to show up on Schedule D correctly using the Type field The issue is that if entered as a Bond the security will amortize to the Stated Maturity date as opposed to the Average Life date which is calculated and will be much shorter The NAIC instructions state to enter these securities as a CMO or MBS security type so they amortize to the Average Life Date Feel free to call us to discuss the issue in more depth You will begin by Choosing Add from the Main Menu then Bord from the Sub Menu or you could also get here by choosing Add a Bond from the Record Menu of a security input screen WE File Edit Records Write Down Page 1 Page 1 Double Click for Input Help Bond Input Screen Cusip Lot G L Definition Name Category BN Type Disposed Colatteral Type Currency Denomination Coupon Calculate Int Vendor Par Value Int Frequency Initial NAIC Desig Diemal Gest First Coup Date Book Value as Pis Rui Accrued Int Paid Public or Priv Trade 2 2 Pay Schedule Portfolio Issue Date P Yield to Maturi
119. s that need entries are color coded in red Any field that is not coded in red does not require an entry Other fields that need PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 133 values will receive them as a result of an automatic calculation or from a transaction update Also fields that offer input help have yellow asterisks next to them With this noted let s begin Note The special information that is required to correctly complete a CMO entry can be found on Bloomberg screens that should accompany your purchase The Bloomberg DES page will contain all of the information needed except 1 plan principal payment which is on the CFT page To begin entering Enter the Cusip in the Cusip field Lot is auto filled Press Enter Enter the name of the CMO in the Name field A pick list appears that is used to define the type of bond you are purchasing This list contains all of the definitions of the NAIC categories for Bonds and Short Term securities It as well as all of the following lists of this type has a dynamic lookup capability Type the description you are looking for to highlight the choice you want For a US Industrial amp Misc not loan backed security begin by typing USA You will see the US bonds in the list The eighth choice is the category we need Highlight it by using the down arrow key or by clicking with your mouse Click the OK button and the Type and its description fiel
120. saction via Main Menu Transactions Statement Import Supported Files and Transaction Types New file will be added as resources permit PortMan Bank and File Type Transaction Multiple File Version Types Accounts Per Format Supported File 2012 11 USBank Income Yes Tab Comprehensive Transactions Paydown Delimited Disposal 2013 xx Wells Fargo Income Yes Tab Paydown Delimited Disposal 2013 xx BNY Mellon Income Yes Tab Paydown Delimited Disposal PortMan User Manual Version 2015 08 Page 158 Copyright Accurate Business Systems 2015 Setup Assigning an Account number to a Portfolio Open the Portfolio List and edit each account as needed From the Main Menu Click Utilities Click Edit Portfolio List the following dialog will appear Scroll to the Portfolio that you wish to assign an account number to and enter BANK Select the Bank Type in the drop down Account Enter the in the Account field This should be the account number as it is represented in the data file that will be downloaded Default Purchaser Use this field to designate who you typically sell securities to if any This data will be used in the purchaser field for disposal transactions that do not have purchaser information Portfolio List Portfolio Bank Account Default Purchaser GA US BANK HO LONDON LIFE US BANK Merrill Lynch NMUS AddNew Refresh Portf
121. scans the master file for records that belong to the following reports Schedule D Part 1 Bonds owned Schedule D Part 2 Section 1 Preferred Stocks owned Schedule D Part 2 Section 2 Common Stocks owned Schedule D Part 3 Bonds and Stocks acquired Schedule D Part 4 Bonds and Stocks disposed Schedule D Part 5 Bonds and Stocks acquired and disposed Schedule DA Part 1 Short Term owned Schedule D Verification Schedule DA Verification It then creates the appropriate output data and sends it to an export file named SCHD TXT The file will be located in the Export folder which is identified on the main menu The Export directory can be changed from the Utilities screen Month End This selection runs the end of month program The program asks for the date of the last day of the month that is ending the first day of the month that is beginning and then performs all of the rest of the work automatically More information is presented in the month end procedure section of the manual PortMan User Manual Version 2015 08 Page 114 Copyright Accurate Business Systems 2015 Year End This selection runs the end of year program This program does everything the system needs in order to begin a new year This option is only available when working in December Book Value Adjustments This selection runs a process that evaluates and sets the book value for securities that have their Book Value As set to 1 Default For these securities
122. ss Systems 2015 Page 41 A pick list appears that is used to define the type of stock you are purchasing This list contains all of the definitions of the NAIC categories for Common and Preferred Stock securities It as well as all of the following lists of this type has a dynamic lookup capability Type the description you are looking for to highlight the choice you want For a US Common Stock Industrial amp Misc begin by typing USA You will see the US stocks in the list The second choice is the category we need Click the OK button and the Type and its description fields will be auto filled Press Enter to move to the GL definition field You will see a pick list that contains the General Ledger definitions for your security types This list is used to define all of your GL accounts that correspond to the appropriate transactions for that security type ortMan will then use the definition to ascertain the appropriate ledger number when it generates transactions This allows PortMan to provide Transaction reporting that corresponds to your GL Choose the appropriate definition for this bond and click OK or press Enter Enter the number of Shares that you purchased Enter the per share stock price in the Price Paid field EX If you paid 3 450 00 for a hundred shares you will enter 34 50 You can also skip this field and enter Actual Cost Price Paid will then be auto filled Actual Cost is auto filled if you enter Price Paid You can ente
123. t 7 15 2015 0400 E Q Quarterly 1 3 15 2013 z 2 Puoi Issue Date 1 15 1999 s B 247 Trade Date 1 22 2010 IS andar i Maturity Date 1 15 2019 7 27 2014 Orig Balance 5 870000 Unpaid Bal Par 359 608 21 1 923378 Pricing Method 3 Acima Costi 30836 Pricing Source i ak UDF Title Sum Inv Category UDF2Title Sch D Fair Value C4 C2 C3 C Default UDF3Title NOTE Fields in RED are required if applicable Fields in BLUE are calculated Double click the Portfolio field Enter Search Characters Search and Sort By Plan 2 State Street Commonwealth of MA T Bill Plan 1 T Bill Plan 2 Portfolio Find Prev Find Next Bank Account it View Current Delete Record 4 of 8 Select the portfolio name you wish to assign and click OK Close the Security Screen Repeat steps for each security in the Portfolio PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Cancel Page 160 Importing the Custodial Statement From the Main Menu choose Transactions Import Statement You will see the following dialog Note If you do not see the Import Statement option then the statement module is not installed and or turned on Call ABS Support if you need assistance E Statement Import Screen fo B amp 38 E Complete USBank 5056494689 Plan 2 1 3 9 29 24 AM
124. t action Return to this screen to complete each action Would you like to see a report summary of the import PortMan User Manual Version 2015 08 Page 162 Copyright Accurate Business Systems 2015 Click Yes if you want to see a status report of the load otherwise No You can always print the status report later Once your file is loaded you will see a new record in the Imported Files list Imported Files File List On the left hand side of the screen you will see Imported Files Processing Actions Report Style critical C warnings info C all records 5 Print Report Process Income Process Disposals Output to Printer f to Screen The Imported Files list displays each of the files that you have imported most recent to oldest The list displays five data elements related to the import Import Date The Date you imported that file Import Status The current status of the file which could be one of the following init or loading indicates a file is in the process of loading this status is temporary and should never be in the list for more than a few seconds income indicates income transactions in this file have not been processed disposal indicates disposal transactions in this file have not been processed completed indicates all transactions in this file have been processed OR that there is nothing to do in this data file Bank The bank assigned to the imported file Account The Bank a
125. talls the update for version 2014 08 will in fact install all the changes the occurred with versions 2014 02 thru 2014 08 in the single update Interaction with Customer Technical Support Interaction with the customers technical support team is typically minimal provided the portman user has full access and rights to The Portman data directory The Corel folder on the C drive And the ability to update the BDE settings which require ability to make registry changes Generally speaking issues that require help from the users tech support involve permission restrictions or changes to permissions that impact user rights to these folders PortMan User Manual Version 2015 08 Page l6 Copyright Accurate Business Systems 2015 System Overview This overview is broken down into four sections that cover the following topics 1 Day to day system management 2 Quarterly Procedures 3 Year End procedures 4 Menu explanation and descriptions Day to Day System Management Upon completion of system installation PortMan requires minimal entry to manage your Schedule D investments The basic block of time in managing your investments is a month so we will begin there During the course of the month the following entries will be made to keep the system current All interest dividend and principal reduction transactions that affect your accounting system must be recorded and posted to the appropriate security by using Income from the Tr
126. te income amount in the Int Div Recvd column and enter a Y in the Post column Recording Principal Reduction Transactions Recording principal reductions are also very easy using PortMan Choose the security from the pick list and enter the interest in the Int Div Recvd column enter the principal pay down amount in the Principal column then place a Y in the Post column Recording Multiple Lot Income Transactions Recording interest dividend or principal reductions on investments with multiple lots can be performed by selecting one of the affected lots in the pick list then select the Multi Lot menu option from the drop down menu select the action that is applicable to your need A pop screen will appear where you PortMan User Manual Version 2015 08 Page 120 Copyright Accurate Business Systems 2015 can enter the totals that are displayed on your statement When you click OK on the popup each affected lot will be populated with it s proportional share of the interest dividend and or pay down There are some restrictions to keep in mind when performing Multi Lot functions e Only lots that belong to the same Portfolio will be affected This means if you have multiple custodial accounts and your portfolios are representative of the custodial accounts then the amounts entered will be divided only for the lots that belong to the portfolio selected Conversely it also means if your lots are in separate portfolios but the lots
127. te that prints on reports creas IMR Methoa Grouped User Specified Disposal Cost MR Tamate Enter as a decimal be 35 for 35 Previous Year Book Value 1205557216 Previous ear DA Bk Value Stock at Cost 5 Bond at Cost 5o Backup Directory ji data bva mS Export Directory NE ficte Backup and Export Directory path must end with a Example or E Portman Click the File Backup Compressed menu item Choose your Backup Type OPTIONAL Check the Transfer to Support option if you want a copy of this backup file to be sent to PortMan support 6 Click the Begin Backup button Ue D PortMan User Manual Version 2015 08 Page 183 Copyright Accurate Business Systems 2015 Restore WARNING Restoring data files is potentially damaging to your data and should be done with extreme caution The Backup File Maintenance screen provides the ability to restore data files from pre existing backup files In order to restore files from a previous backup you will first need to request a password from PortMan support by calling 502 209 6034 Restoring a Backup NOTE Prior to restoring a backup file the system will automatically FORCE a complete backup of the data folder as an added protection against inadvertent data loss Backup JE Maintenance Receive from Support WARNING ATTE WARNING WARNING estoring fi files WILL overwrite your current files PortMan will force a F
128. terest Maintenance Reserve report needed by most Life insurance companies There are two formats for the IMR report The user can select Grouped or Amortized on the Utility screen Grouped lists the disposed securities by groups of Maturity year categories and amortized lists the disposed securities with their gains losses amortized to their maturity date Interest Earned A report displaying the interest earned on securities from the beginning of the year until the date the report was run The report can be grouped by NAIC Type Tax Status or GL Definition Fully disposed securities can be excluded Investment Income A report displaying Investment Income for securities from the beginning of the year until the date the report was run The report can be grouped by NAIC Type Tax Status or GL Definition Fully disposed securities can be excluded Issuer Lists all non exempt Non US Government issuers listed by greatest exposure Market Value Lists market information about all active securities in your portfolio Maturity Prints the Schedule D Part 1A Quality and Maturity Distribution Distribution Part report 1A PortMan User Manual Version 2015 08 Copyright Accurate Business Systems 2015 Page 79 Maturity Year amp Yield Lists information about bonds subtotaled by maturity year NAIC Desig Percent Lists the percentage of Bonds and Preferred Stock in each of the 6 rating catego
129. the correct value in the Public or Priv Trade field Most all securities will be publically traded PortMan User Manual Version 2015 08 Page 139 Copyright Accurate Business Systems 2015 Select the correct category for AM Best s ABS Valuation and Duration Analysis in the AM Best Inv Type field Your MBS securities will have a code 1 or 2 Code 1 is for fixed rate coupons vast majority Code 2 is for variable rate coupons Select the correct value in the Tax Status field Select the correct value in the Portfolio field If you choose not to amortize this security check the Do Not Amortize field You will choose this if you want to show the gain in T Bills as interest as opposed to amortization If this bond is a Variable Rate security check the appropriate box This will flag the security as such on the Annual Statement and calculate interest accrued using the current coupon rate IF you have securities on special deposit THEN select the correct value for the next three fields Select the correct value in the Special Deposit Where field Where deposited and purpose of deposit on Schedule E section 2 Enter the correct value in the Special Deposit Par field That s it The MBS is entered If you want to enter another security choose Records then Add a New XXX to add the next security where XXX is the security type If you re finished choose File Exit to move to the main menu There are 4 pages screens on a MBS record You have
130. ty Tax Status Maturity Date Yield to Call Do Not Amortize Variable Rate LBOND TIPS Call Date Yield to Avg Life Schedule D Code na Call Price Amortized To Special Deposit Loc Trade Date Sch D Yield Encumbrance Code na Effective Maturity Special Where Settle Date c aeg is z 5 zm z ecial Deposit Par Accrual Strt Dt Pricing Method Ay TUN Pricing Source Characteristics verago cr UDF tTitle Sum Inv Category Average ire ME UDFZTitle Sch D Fair Value C4 C UDF3Title NOTE Fields in RED are required if applicable Fields in BLUE are calculated You are now looking at the Bond Input Screen There are some things you should note about this entry screen The fields that need entries are color coded in red Any field that is not coded in red does not REQUIRE an entry Other fields that need values will receive them as a result of an automatic calculation or from a transaction update Also fields that offer input help have yellow asterisks next to them With this noted let s begin To begin entering Enter the name of the bond in the Name field A pick list appears that is used to define the type of bond you are purchasing This list contains all of the definitions of the NAIC categories for Bonds and Short Term securities It as well as all of the following lists of this type has a dynamic lookup capability Type the description you are looking for to highlight the choice you want For a US In
131. u will see the Main Menu screen pictured below Pe HON N ES File Add Change Port Man The affordable Schedule D software Selected Printer C data Development Export directory C Portman Export Backup directory c portman backup donnie jeff cara jj Yes C data InstallTesting Master of 320 hfsbonds DB PortMan User Manual Version 2015 08 Page I1 Copyright Accurate Business Systems 2015 As indicated below the Main Menu screen provides a quick status view of your PortMan system I r i donnie jeff cara jj Yes C data InstallTesting Master 10 Lu 1 Current Month This indicates the accounting month that is currently active in Portman 12 Accrual Run This will display a Yes or No indicating if the Accrual process has been run for the month displayed E Amortization Run This will display a Yes or No indicating if Full Amortization has been run for the month EI Selected Printer Displays the name of the currently active printer for Portman Clicking the Selected Printer label will allow you to change the printer q 51 Data Directory This indicates the location for the companies Portman data Clicking the path displayed should open a Windows explorer view of the path 61 Export Directory This indicates the location where export files will be created Clicking the path displayed should open a Windows explorer view of the path i 71 Backup Directory
132. use you to be off the next time the Accrual procedure is run Call Accurate Business Systems at 502 226 2077 if this is a little confusing PortMan User Manual Version 2015 08 Page 156 Copyright Accurate Business Systems 2015 Posting Market Information The Market routine in PortMan manages all aspects of your market reporting requirements in a very simple procedure When you choose Market from the Main Menu you will be brought to a pick list which is pictured below FEB File Sorts Export cusp La rye same Porte Par PRICE Desig _ RMBS Desio Pre Date Maturity Date MA Vale 0084P AK 9 2 A 5 000 7 31 2013 GI 7 31 2013 7 31 2013 7 31 2013 7 31 2013 7 31 2013 7 31 2013 7 31 2013 7 31 2013 Import Pricing from File The Market routine begins by asking you to enter the pricing date for this pricing Enter the price date as MM DD YY The pick list will display all securities that are not fully disposed in Cusip order The list has entry space for Price Market Price Desig NAIC Designation and RMBS Desig SSAP 43R designation The procedure automatically fills Market Value Price Date and the Post column After filling all the information that you desire for this session you will choose File Exit to return to the Main Menu When you do this Market Yield and Modified Duration will be calculated for each appropriate security that had a Y in the Post column Note If a market rate is not entered for a security l
133. uto filled GL DEFINITION Select a pre defined GL Definition You can double click to get a lookup dialog This field can be prospectively changed at any time SIC Standard Industry Classification Not Required You can double click to get a lookup dialog Category PortMan User Manual Version 2015 08 PortMan internal investment classification Pre filled as a result of your choices Should not be changed Page 123 Copyright Accurate Business Systems 2015 Currency Denomination Indicate the currency standard used to denominate this investment Blank assumes US dollar Coupon Enter the rate of interest that the security pays in the Coupon field Enter the rate as in the following example 4 25 Par Value Enter the Par value of the security in the field This field should not be edited after the acquisition security has been posted Actual Cost Enter the Actual cost of the security in the field This field should not be edited after the acquisition security has been posted Price Paid Price Paid is auto filled This value may be over ridden but will only be incorrect if the Par or Actual Cost is entered incorrectly This field should not be edited after the acquisition security has been posted Issue Date Enter the Issue Date if you desire Maturity date Enter the Maturity Date of the security Call Date If the security has a call scheduled Enter the next future ca

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