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Central Depository Company of Pakistan Limited

USER MANUAL

EDIVIDEND SERVICES;

REPOSITORY UPLOAD

Prepared For

RTA

Date: 04th Mar 2019

Version 1.4

Prepared By

CDC IT Team

Purpose of the document

The purpose of this document is to describe the

eDividend Repository Upload functionality to the

Registrar Transfer Agent.

eDividend Services; Repository Upload; User Manual (version 1.4)

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Table of Contents

1. BRIEF DESCRIPTION .................................................................................................... 2

2. LIST OF EDIVIDEND(S) REPOSITORY - SAVE / POST SCREEN ................................................ 3

2.1 Description of Actions ............................................................................................ 3

2.2 Screenshot ........................................................................................................... 3

3. EDIVIDEND 1ST OR SUBSEQUENT UPLOAD SCREEN ............................................................. 4

3.1 Screenshot ........................................................................................................... 5

3.2 Upload Fields; Attributes ........................................................................................ 6

3.2.1 Format; Repository Upload File (CSV) .......................................................................... 6

3.2.2 Validations; Repository Upload File (CSV) ................................................................... 10

3.2.3 Specimen (CSV) ..................................................................................................... 14

3.3 Description of Actions .......................................................................................... 15

3.3.1 Uploading File ........................................................................................................ 15

3.3.2 Viewing File ........................................................................................................... 21

3.3.3 Rejecting File ......................................................................................................... 22

3.3.4 Deleting File .......................................................................................................... 24

3.3.5 Posting File ............................................................................................................ 26

3.3.6 Error File ............................................................................................................... 28


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1. BRIEF DESCRIPTION

This document shall focus on the uploading mechanism of eDividend Repository file available at RTA end.

Repository Upload function shall be carried out by RTA user, which shall be responsible for ensuring the integrity

of the uploaded information.

The upload shall go through Save & Post mechanism. On successful posting of Repository Upload file, the

relevant information shall start appearing at corresponding investor’s end.


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2. LIST OF EDIVIDEND(S) REPOSITORY - SAVE / POST SCREEN

2.1 DESCRIPTION OF ACTIONS

1. RTA user is required to upload the complete list of shareholder.

2. The Upload feature is available from “Manage Files” button Figure 2.2, which in turn is accessible from

“List of eDividend(s) - Repository” page.

3. RTA user clicks the “List of eDividend(s) - Repository” option from the “eDividend Repository” menu.

4. User is redirected to “List of eDividend(s) - Repository” page.

5. The page lists all the Dividend events for which logged-in user is designated RTA.

6. The “Manage File” button shall be enabled for users.

7. RTA user clicks the “Manage File” button.

8. System redirects the user to “eDividend – Repository” screen.

2.2 SCREENSHOT


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3. EDIVIDEND 1ST OR SUBSEQUENT UPLOAD SCREEN

1. RTA user shall go through Save/Post mechanism to upload eDividend Repository File.

2. The 1st Repository Upload for a given eDividend shall contain all records with Paid, Unpaid and Withheld

status and shall form the basis on which subsequent Repository CSVs(s) shall be uploaded, if required.

3. The save user shall have the option to 1) Save Repository Upload CSVs, 2) View Error File, and 3) Delete

Saved CSVs.

4. The post user shall have the option to 1) View the saved CSV, 2) Post the saved CSV, and 3) Reject the

saved CSV.

5. Save user can delete the saved CSV and re-upload the CSV with changes or rectification of errors.

6. Once all errors have been rectified, Post user, after verification shall post the saved CSV.

7. CSV may contain records with Paid, Unpaid or Withheld status.

8. The eDividend Repository Upload could be performed number of times.

a. Records with Paid status once posted cannot be changed or updated.

b. Records with Unpaid or Withheld status can be modified and re-uploaded in the Repository.

c. Warrant number for Unpaid and Withheld records should be same as posted in the first

Repository upload.

i. Each subsequent upload shall replace the previous records in file according to the

warrant number. Reflection of subsequent upload may change information available at

Investor’s end “List of My eDividend(s)”.

d. Same validations shall be applicable on subsequent upload as in 1st upload.

9. Subsequent Uploads:

a. All subsequent uploads after the first one shall be presented as “Repository Subsequent

Upload_N”, where N shall represent the sequential number.

b. Subsequent Upload option shall be available only after the completion of posting and validation

process for the last upload.

c. After all records are marked as “Paid” subsequent upload shall not be allowed and system shall

generate error on save.

d. Subsequent Upload option shall continue to appear if any record in the 1st upload file has Unpaid

and/or Withheld status.

10. The system shall perform validation on save upload as described in sections 3.2.1 and 3.2.2.

11. The upload shall not perform any format related validation on posting of Uploads (both 1st and

subsequent).


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3.1 SCREENSHOT


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3.2 UPLOAD FIELDS; ATTRIBUTES

3.2.1 FORMAT; REPOSITORY UPLOAD FILE (CSV)

No. Field Mandatory /Optional /Conditional

Length Type Special Characters Allowed

Remarks

1 Event ID Mandatory 20 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

2 Dividend Issue # Mandatory 20 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

3 Warrant # Mandatory 20 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

4 Company Name Optional 60 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

5 Security Symbol Mandatory 12 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

6 Security Name Optional 60 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

7 CNIC/NICOP Conditional 13 Numeric No Special Character allowed

Must be 13 numeric digits for “paid” status.

13 or less

No Special Character allowed

13 digits or less for “Unpaid & “Withheld” status

8 Passport/POC Conditional 20 Alphanumeric - / For “Paid” status.

-()/*^%#!~_ &!{}[]|`@.,:+

For “Unpaid” & “Withheld” status.

9 Child Registration Certificate Number/Juvenile Card Number

Optional

13 Numeric No Special Character allowed

without hyphen

10 Registration Number (in case of company)

Conditional 25 Alphanumeric - / For “Paid” status.

-()/*^%#!~_ &!{}[]|`@.,:+


11 NTN Conditional 25 Numeric - / For “Paid” status.

-()/*^%#!~_ &!{}[]|`@.,:+


12 Shareholder Name Mandatory 120 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+


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13 Father/Husband Name Optional 60 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

14 Participant ID Conditional 5 Numeric No Special Character allowed

Participant Id must be 5 digits e.g. 00018

15 CDC Account Conditional 6 Numeric No Special Character allowed

16 Folio Number Conditional 20 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

17 Joint Holder 1 Name Optional 120 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

18 Joint Holder 1 CNIC/NICOP/Passport #

Optional 20 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+







23 Holding Type (Physical/Demat)

Conditional/Mandatory

8 Text No Special Character allowed

24 Bank Name Optional 120 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

25 Bank Branch Optional 120 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

26 Bank Branch Address Optional 120 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

27 International Bank Account Number (IBAN)


28 Filer Status (Principal) Optional 20 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

29 Joint Holder 1 Filer Status



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32 Number of shares held Optional 15 Numeric No Special Character allowed

33 Gross Dividend Amount Optional 15 Numeric . With 2 decimals

34 Tax Deducted (Principal)

Optional 15 Numeric . With 2 decimals

35 Joint Holder 1 Tax Deducted






38 Total Tax Deducted Optional 15 Numeric . With 2 decimals

39 Zakat Deducted Optional 15 Numeric . With 2 decimals

40 Share liable to zakat Optional 15 Numeric No Special Character allowed

41 Shares not liable to zakat

Optional 15 Numeric No Special Character allowed

42 Net Dividend Amount Mandatory 16 Numeric . - With 2 decimals

43 Rate per share Optional 15 Numeric No Special Character allowed

With 2 decimals

44 ZCCA Code Optional 15 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

45 Asset Code Optional 15 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

46 Address Conditional 240 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

Mandatory for “Paid” status. Optional for “Unpaid” and “Withheld” status

47 Email Address Optional 50 Varchar2 _+.-@ These characters are allowed before @ sign. After @ sign only . is allowed

48 Mobile Number Optional 11 Numeric No Special Character allowed


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49 Dividend Status Mandatory 12 Text No Special Character allowed

50 Reason Conditional 120 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

Mandatory if status is unpaid or withheld.

51 Financial Year Optional 7 Varchar2 -()/*^%#!~_ &!{}[]|`@.,:+

52 Date of Issue Optional - Date /

53 Book Closure Start Date Optional - Date /

54 Book Closure End Date Optional - Date /

55 Dividend Pay Date Conditional - Date / Mandatory if status is “Paid”.

Note: All optional fields are essentially to be filled if pertaining information of shareholders is

available.


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3.2.2 VALIDATIONS; REPOSITORY UPLOAD FILE (CSV)

1. The system shall perform validations on save upload only.

2. Conditional behavior of “CNIC/NICOP”, “Passport #”, “Registration Number” and “NTN”:

a. For “Paid” status, data must exist in at least one of the following column:

i. CNIC/NICOP

ii. Passport

iii. Registration Number

iv. NTN

b. If data exists in “CNIC/NICOP” and “Passport” fields, then data in “Registration Number” field is not allowed.

c. If data exists in “Registration Number” field, then data in “CNIC/NICOP” and “Passport” fields is not allowed.

No. CNIC/NICOP Passport Registration Number Condition

1. Exist Exist Blank Valid

2. Blank Blank Exist Valid

3. “CNIC/NICOP”

a. If data exists in “CNIC/NICOP” field then the following conditions will apply:

i. If Dividend Status is “Paid” then restrict data to 13 digits Numeric.

ii. If Dividend Status is “Unpaid” or “Withheld” then allow 13 or less Numeric digits (i.e.

Varchar2).

4. “Holding Type”

a. Following values must exist in “Holding Type” column else system generates error:

i. Physical

ii. Demat

5. Conditional behaviour of “Holding Type” (Physical/Demat) column.

a. If “Physical” then data must exist in “Folio No” else system generates error.

b. If “Physical” then data must not exist in “Participant ID” and “CDS Account No.” fields else

system generates error.

c. If “Demat” then data must exist in “Participant ID” and “Account No.” fields else system

generates error.

d. If “Demat” then data must not exist in “Folio No.” field else system generates error.

No. Physical/Demat Participant ID CDS Account No. Folio No. Condition

1. Physical Blank Blank Exist Valid


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2. Demat Exist Exist Blank Valid

6. Conditional behavior of “Participant ID”, “CDS Account No.”, and “Folio No.” fields:

a. System shall establish the conditions between “Participant ID”, “CDS Account No.” and “Folio

No.” columns.

No. Participant ID CDS Account No. Folio No. Condition

1. Blank Blank Exist Valid

2. Exist Exist Blank Valid

b. If “Participant ID” exists then “CDS Account Number” must also exist else system generates

error.

c. If “Participant ID” exists then “Folio Number” must NOT Exist else system generates error.

d. If “CDS Account No.” exists then “Participant Id” Must Exist else system generates error.

e. If “CDS Account No.” Exists then “Folio No.” Must not Exist else system generates error.

f. If “Folio Number” Exists then both “Participant ID” and “CDS Account No.” must Not Exist else

system generates error.

7. “Event ID” & “Security Symbol”

a. Event ID and Security Symbol entered in upload must matched Dividend Setup.

8. “Child Registration Certificate Number/Juvenile Card Number”

a. No validation except for length & type shall be applicable on this field.

9. “International Bank Account Number (IBAN)”

a. No format validation.

b. No interdependency with Payment Status.

c. Optional for “Paid”, “Unpaid” and “Withheld” statuses.

10. “Dividend Status”

a. Following values must exist in “Dividend Status” column else system generates error:

i. Paid

ii. Unpaid

iii. Withheld

11. “Mobile Number”

a. Must be 11 digits else system generates error.

b. Special Treatment:

i. If Mobile number length = 10 and starting Number is “3” then system shall insert

preceding “0” to make it 11 digits.

12. “Net Dividend Amount”


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a. Negative value is also allowed in “Net Dividend Amount” field.

13. “Address”

a. “Address” field is mandatory if “Dividend Status = Paid” else optional.

14. All Amount and Share related fields except for “Net Dividend Amount”

a. Negative value is not allowed.

15. “Reason”

a. If “Dividend Status = Unpaid or Withheld” then data must exist in “Reason” column else system

generates error.

16. “Date of Issue”, “Book Closure Start Date”, “Book Closure End Date”:

a. Format = DD/MM/YYYY

17. “Dividend Pay Date”

a. Mandatory for “Paid” status and Optional for “Withheld” or “Unpaid” statuses.

18. Special characters:

a. Refer to Matrix for field wise listing of allowed Special Characters.

19. Other Field Attributes:

a. Refer to Matrix for characteristic of each field.

b. Data in all fields must conform to its specific attribute else system generates error.

c. Mandatory:

a. Data must exist else system generates error.

d. Option:

a. Field could be blank or have data.

e. Conditional:

a. Field becomes mandatory or optional on the basis of selection/data in other field(s).

20. In fields Amount, special characters including comma are not allowed.

21. In fields that represent Number of shares, except for “.” (Dot) other special characters are not allowed

22. In addition to all existing checks of repository upload, system shall additionally validate that the

number of records in 1St repository upload file is equal to the number of records defined in

corresponding eDividend setup (be careful to communicate Number of records to admin as this field

shall be disable at admin end when RTA is successfully saving the 1st eDividend Repository upload file).

a. If validation is not successful (i.e. Number of Records in Setup and Upload does not match) then

system displays following error message on the screen:

“No. of Records in Upload File does not match with No. of Shareholders provided”

b. On successfully passing the validation, system shall proceed further for performing file format

errors.


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3.2.3 SPECIMEN (CSV)

1st row (Header):

Event Id,Dividend Issue #,Warrant #,Company Name,Security Symbol,Security

Name,CNIC/NICOP,Passport/POC,Child Registration Certificate Number/Juvenile Card

Number,Registration Number,NTN,Shareholder Name,Father/Husband Name,Participant Id,CDC

Account,Folio Number,Joint Holder 1 Name,Joint Holder 1 CNIC/NICOP/Passport #,Joint Holder 2

Name,Joint Holder 2 CNIC/NICOP/Passport #,Joint Holder 3 Name,Joint Holder 3 CNIC/NICOP/Passport

#,Holding Type,Bank Name,Bank Branch,Bank Branch Address,International Bank Account Number,Filer

Status,Joint Holder 1 Filer Status,Joint Holder 2 Filer Status,Joint Holder 3 Filer Status,Number of Shares

Held,Gross Dividend Amount,Tax Deducted,Joint Holder 1 Tax Deducted,Joint Holder 2 Tax

Deducted,Joint Holder 3 Tax Deducted,Total Tax Deducted,Zakat Deducted,Shares Liable To

Zakat,Shares Not Liable To Zakat,Net Dividend Amount,Rate per share,Zcca Code,Asset

Code,Address,Email Address,Mobile Number,Dividend Status,Reason,Financial Year,Date Of Issue,Book

Closure Start Date,Book Closure End Date, Dividend Pay Date

Subsequent data rows (example):

"NEW COM,:+201896",101,2,MCB Limited,"NEW COM,:+",MCB,,,,global-12,global-12,Anum Saleem,Saleem Ahmed,,,123, , , , , , ,Physical,Standard Chartered Bank of Pakistan Limited S C B Bank 12345,Standard Chartered Bank of Pakistan Limited SADDAR Branch123 nimra sultan cdc hous, Meezan Bank Limited of pakistan Model Colony Karachi - . : ; / # ( ) & % @ `,PK36SCBL0000001123456706,Filer, , , ,100000,1000000,100, , , ,100,50,100000,0,999850,10,10,20,Unit Number 715 Kamran Restaurant Aabpara Market Khayaban e Suharwardy clifton Karachi Phone 051 2870477 78 2624355 5612,[email protected],3311234567,Paid, ,2017-18,28/12/2017,28/12/2017,28/12/2017, 29/12/2017


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3.3 DESCRIPTION OF ACTIONS

3.3.1 UPLOADING FILE

1. Save user clicks the “Upload” button

2. The “Upload CSV” popup windows appear for choosing the upload

3. Save user clicks the “Choose CSV File” button

4. System redirects the user to “File Upload” window


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5. Save user chooses a file other than CSV format.

6. System displays error message

7. User selects CSV file.

8. The selected file appears in “Upload CSV” window


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a. User may remove the selection by clicking the “X”.

9. Save user clicks the “Upload CSV” button.

10. Columns:

a. The “File Type – File Name” column shows the name of the uploaded file.

b. The “Date/Time” column shows the date on which file received.

c. The “Status” column shows the Status of the selected/uploaded file, which could be one of the

following:

i. Uploaded

ii. File Received. Awaiting Validation

iii. Validation Failed

iv. Rejected


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11. System validates the file.

a. While the file is being validated system:

i. Status becomes “File Received. Awaiting Validations”,

ii. Date/Time is shown in relevant column,

iii. “Delete” icon gets disabled,

iv. Upload button is also disabled.

b. If the uploaded file has errors then system:


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i. Generates an error file and provides the link for accessing the same in “File Type – File

Name” column,

ii. Status becomes “Validation Failed”,

iii. Date/Time is shown in relevant column,

iv. “Delete” icon get disabled, and

v. Upload button remain enabled.

vi. User clicks the “Error File” Link.

vii. System opens the error file in excel format.

c. If the uploaded file has no errors then system validates the file:

i. Status becomes “Uploaded”,

ii. Date/Time is shown in relevant column.

iii. “Delete” icon get enabled, and

iv. Upload button remain disabled.


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12. The successfully validated saved file shall appear at Post User’s end for further process.


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3.3.2 VIEWING FILE

1. Post user clicks the “View” button

2. System opens the Saved/Posted uploaded file for user viewing.


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3.3.3 REJECTING FILE

1. Post user clicks the “Reject” button.

2. System displays following confirmation message with “Yes” and “No” options.

“Are you sure you want to Reject the File”

3. On clicking “No”, system aborts the reject operation and remains on the screen.

4. On clicking “Yes”, system marks the file status as “Rejected” and displays following message:

“File Successfully Rejected”


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5. The rejected file disappears from the post user’s screen while on the save user screen the corresponding

file appears with “Rejected” status.


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3.3.4 DELETING FILE

1. Only single file could be uploaded at a time for an eDividend. However, if required the uploaded file

could be deleted first then replaced with another file.

2. In order to delete the uploaded file, save user clicks the “Delete” icon associated with Upload.

a. On successfully deleting the upload file, its associated “Upload” button becomes active allowing

user to upload new “eDividend Repository Upload” file.

3. System displays confirmation message.

4. Save user clicks the “Yes” button.

5. System displays information message and deleted the file.


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6. On successful deletion, the File Name, Date/Time and Status column for upload row becomes blank and

the “Upload” button becomes active.


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3.3.5 POSTING FILE

1. Post user clicks the “Post” button

2. System displays following confirmation message with “Yes” and “No” options:

“Are you sure you want to Post the file”

3. On clicking “No”, system aborts the post operation and remains on the screen.

4. On clicking “Yes”, system marks the file status as “Uploaded” and displays following message:

“File Successfully Posted”


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5. On successful posting the file’s corresponding “Post” & “Reject” option becomes disabled.

6. Columns:

a. The “File Type – File Name” column shows the name of the uploaded file.

b. The “Date/Time” column shows the date on which file uploaded.

c. The “Status” column shows the Status of the selected/uploaded file, which could be one of the

following:

i. Uploaded

ii. Rejected

7. There shall be no validation on posting of Repository Upload.

8. On successfully posting the CSV file:

a. Status becomes “Posted” and “Upload” button become disabled.

b. Date/Time is shown in relevant column,

c. “View” icon remains enabled, and

d. “Reject” & “Post” icon gets disabled.


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3.3.6 ERROR FILE

1. Depending on errors encountered while uploading, the error file may contain one or multiple

messages:

2. System shall first check the Header (first) related errors and then proceed to validate records in the

file.

a. If error is found in header e.g. number of columns missing, incorrect header name, etc. then

system shall generate this error without checking and reporting any possible errors in records.

3. The major change in error file of repository upload is that the errors regarding data type, data

size and conditional errors shall be display warrant # wise

No. Scenario Message

1. If column name is invalid Validation Error at row = column names row; In

CSV File header column name = found. However column name =

was expected for column

position

2. If column is missing Validation Error at row = column names row; In

CSV File header column name = found

however column name = was

expected for column position

3. If warrant number which have

“Paid” status is uploaded in

subsequent upload

Warrant Number already paid

4. If “CNIC/NICOP”, “Passport #”,

“Registration Number” and

“NTN” all of them is missing in

CSV

At least CNIC/NICOP or Passport or

Registration Number/NTN must exist.

5. If “Participant ID”,”CDS Account

#” and “Folio Number” coexists

CDS Account No and Folio Number cannot

coexist

6. If Event is not same in all records Invalid Event ID

7. For subsequent upload, If

Warrant # is not same as 1st

upload

OR

Number of records exceeds than

records in 1st upload.

Warrant # does not exists in first upload

8. For “Paid Status”, if Passport

Number has other than allowed

Passport/POC format is not valid


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character(s).

9. For “Paid Status”, if Registration

Number has other than allowed

character(s).

Registration Number format is not valid

10. For “Paid Status”, if NTN has

other than allowed character

and/or Alphabet(s).

NTN format is not valid

11. For “Paid Status”, if CNIC/NICOP

is not 13 digits

CNIC/NICOP should be 13 digits

12. If “Holding Type” is other than

“Physical” or “Demat”.

Holding Type should be Physical or Demat

13. If “Folio No” is blank for “Holding

Type = Physical”.

For Holding Type Physical: Folio Number is

required and Participant Id and CDS Account

should be blank

14. If “Participant ID” and “Account

No.” are blank for “Holding Type

= Demat”.

For Holding Type Demat: Participant Id and

CDS Account are mandatory and Folio Number

should be blank

15. If “Participant ID” exists and

“CDS Account Number” does not

exist.

CDS Account No must also exist

16. If “Participant ID” exists and

“Folio Number” also exist.

Participant Id and Folio Number cannot coexist

17. If “CDS Account No.” exists but

“Participant Id” does not exist.

Participant Id must also exist

18. If “CDS Account No.” Exists and

“Folio No.” also exist

CDS Account No and Folio Number cannot

coexist

19. If Dividend Status is “Paid” and

“Dividend Pay Date” is blank.

Dividend Pay Date is missing

20. “Dividend Status” is other the

“Paid”, “Unpaid”, “Withheld”

Invalid Dividend Status

21. If “Dividend Status = Unpaid” or

Withheld” and data does not

exist in “Reason” column

Reason must be define with Dividend Status

Unpaid or Withheld

22. If DIVIDEND PAY DATE is less

than or equal to DATE OF ISSUE:

Dividend Pay Date should be greater than Date

of Issue

23. Data Size Error: Validation Error at row = 2; [Invalid datasize at

column = 14 i.e. "Participant Id" value =

123456 Description: size must equal to 5

digits.]

24. Data Type Error: [Mismatch datatype at column = 23 i.e.

"Holding Type" value = Demat11 Description:

type must be in only Text Formats.]


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Sample Message: Validation at row = 1; WARRANT # = 987754336 Dividend Pay Date should be greater than Date of Issue

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