Portfolio Analyzer Help Contents

Introduction

Overview
Getting Started

Main Menu

File
Data Entry
Pricing
Reports
Alerts
Utility
Calculator
 

 


Overview

Portfolio Analyzer is an easy-to-use, comprehensive portfolio management system. It provides a convenient means to maintain essential records of a diverse range of investment activity and to prepare a variety of tax liability and portfolio performance reports.  Distinguishing features included are:

 

 


Getting Started

To understand the specific instructions for using Portfolio Analyzer you need understand the basic purpose, philosophy and function of the Program.  This help file assumes that the reader has some familiarity with investment transactions and terminology.  We suggest you read this Getting Started section before using Portfolio Analyzer (PA). PA is designed to be easy to use, convenient, flexible and self-explanatory.  You will find that understanding the general theory of operation will make its use much easier.

The Portfolio Analyzer program is an investment portfolio manager.  It does not provide explicit strategy or individual investment recommendations.  In brief, its intended purpose is to create status, performance and tax reports for portfolios and groups of portfolios and to provide basic analytical tools to evaluate performance of 1) individual securities and 2) your investment activity in individual securities.  Enabling PA to generate the various portfolio and individual investment reports requires the User to record all investment transactions and to update security price records as frequently as desired.  Records may be edited and deleted.

Provided on your CD-ROM is a sample database.  You may want to experiment with this database by running the reports and changing and entering new data before starting to build your own.  Note also that you can experiment with the sample database at any time while you are using or entering your own data by opening "Load Sample Data" under "File" from the Main Menu.

Your first task in using Portfolio Analyzer is to build data records (portfolio id, security, and transaction).  This information comprises the database used by Portfolio Analyzer to generate analyses and reports.  This task is described in Building Data Entry Records Once you become familiar with Portfolio Analyzer, you will find its use to be straightforward, "user-friendly" and convenient.  The Site Map is provided to present a list of all
Portfolio Analyzer functions in an outline or tree format.

For support in using Portfolio Analyzer, call (303) 795-5572 or email "pasupport@hamiltonsoftware.com".

Requirements
General Program Operation
Databases and Files
Data Entry Rules
Building Data Entry Records
Portfolio Identification
Security Identification
Shortcuts
Site Map

 

 


Requirements

In order to run Portfolio Analyzer, you need the following:

1.  IBM PC compatible computer with a hard drive and at least 32M of RAM.  Program files require10 MB disk space; data file space requirements depend on number of securities, transactions, etc.

2.  Windows 95/98/NT/00/ME/XP/Vista/7.

 

 


General Program Operation

The following is an overview of general program operation and how to begin the file building process.

When the program is opened, it attempts to open pf.mdb as the Transaction Database and {sec}.mdb as the Security Database. Both files (pf.mdb and {sec}.mdb) are expected to be located in the same folder (directory) as the program application file, pa6.exe. If the pf.mdb file does not exist, you are prompted to either select another transaction database or allow a new empty pf.mdb file to be created. If the {sec}.mdb file does not exist, you are prompted to allow a new empty {sec}.mdb file to be created. If a pf.mdb file does exist but has been corrupted or is not a valid Portfolio Analyzer database, the ‘Open Database’ window is opened so that a valid database can be selected. If a {sec}.mdb file does exist but has been corrupted or is not a valid Portfolio Analyzer database, a new empty {sec}.mdb file will be created.

Each purchase/acquisition of assets, shares of stock, mutual funds, bonds, real estate, etc., is recorded by creating a Transaction record; Each Transaction record includes data concerning the transaction, e.g., transaction date, quantity, price, commission, etc., and also the Identifier of the Portfolio in which the asset is held.  When an asset is sold, the sales data is recorded on the same record on which the purchase data is located.  All of an individual's assets may be identified as being in a single portfolio, or they may be divided among two or more portfolios.  Data concerning the security itself, its name, type (stock, bond, etc.), current price, etc. are held on the Security record. Only one Security record is required for a security, regardless of the number of portfolios which hold that security.  When funds are added to a portfolio from outside the portfolio, a Portfolio Deposit record is created; when funds are removed from a portfolio, a Portfolio Withdrawal record is created.

For each investment now owned, you should create, chronologically, records for all transactions which have occurred, including buys, sells, dividends, whether received in cash or shares, splits and mergers.  Portfolio Analyzer determines from the transaction records the current basis, the tax effect of all transactions, the rate of return of all recorded activity in each security and the income attributable to each acquisition.  These calculations are valid, only if the transactions are entered completely, correctly and chronologically.  Portfolio Analyzer includes functions to automatically recalculate all income attribution and earnings tax values but does not recalculate the basis of closed records.  If the basis value on a record is incorrect at the time it is closed due to incorrect or untimely entry of transactions, the gain or loss and calculated capital gains tax effect will be incorrect; these errors can be corrected by either re-entering the data correctly or by manually editing the basis and tax values on the record.

The value of a holding is always based on the price currently on the Security record for that security.

Detailed reports of taxable dividends, interest and capital gains for specified date intervals are provided.  Year-to-date estimated tax liability is calculated.  A forecast of income expected during a specified period may be generated.  The current status of portfolios based on the prices currently in the Security records, as well as the true internal rate of return generated by individual portfolios or groups of portfolios between any two dates is available.  Effective interest rates received on money market accounts are calculated.  To obtain valid reports and analyses, it is necessary that the transaction entries are complete and accurate, regarding both dates and amounts.  If transactions or other data are entered out of chronological order, certain values calculated by Portfolio Analyzer and added to the transaction records may be incorrect.  The ability to correctly recalculate most values is provided by Portfolio Analyzer.  Most records can be edited to correct errors; those that cannot be edited can be deleted and re-entered.

The four selections in the "Data Entry" pulldown of the Main Menu are used to add new records, change/edit existing records and to delete records in the four general types of data records.  When creating or editing a record, all of the data included on the record is displayed on the screen.

The Security records contain information specific to a security, including symbol, name, current price, etc.; this data file serves all portfolios.

The Transaction records consist of the day-to-day investment transactions, such as buys, sells, interest, and dividends for an almost unlimited number of portfolios; all of these transactions must be entered into the Transaction record to maintain an accurate and complete logging of investment activity in each portfolio.  Each Transaction record of a long or short position contains both opening and closing data concerning that transaction.

The Portfolio information includes type of portfolio, i.e. IRA, name and other identifying information, default transfer account, and marginal tax rates.  Balance or value records can be saved, as well as deposit and withdrawal records, all of which are used in calculating a portfolio’s rate of return.

The Name/Address record holds miscellaneous Portfolio personal information and is not used by the Program.

Price records are updated by using the Automatic, Manual and Import selections in the Pricing pulldown on the Main Menu.

Using the function "Data Listing" under "Reports" of the Main Menu, the records can be (1) viewed on your monitor, (2) written to an ASCII file for later display or printing and (3) printed immediately.

Portfolio Analyzer creates various reports which display the performance of individual holdings; information used to create these reports is obtained from transactions entered to record purchases, dividends receipts, sales, new prices, etc.  To determine Portfolio performance, Portfolio Analyzer uses Portfolio Deposit and Withdrawal records.

The sides of any report which is created in a normal window state (not minimized or maximized) may be dragged to make the report larger or smaller.  Depending on the Report Font used for the report the font size will change as the report size is changed.  If a report is maximized when it is erased by pressing Escape or by clicking the ‘X’ in the upper right hand corner, then when a report is next created, it will be initially maximized.  If it is not maximized when it is erased, the next report created will be initially be in a normal window state.

Units Conformance
Basically, Portfolio Analyzer considers the cost or value of a transaction to be the product of the Quantity and the Price.  For example, 100 shares times $10/share equals $1000.  Since the same arithmetic is used for bonds, care must be taken in values used for Quantity, Price and Dividend Amount entries.  Assume a $1000 face value, 6 percent coupon bond is bought for $1000.  If the Quantity is entered as 1, the Price must be entered as 1000 and the semi-annual Dividend Amount entered as 30; other equally valid entries are 10, 100 and 3 or 1000, 1 and .03.  The "Units system" used for a security must be followed for all transactions for that security.

The Transaction and Security databases are Microsoft Access type files; this type file has an extension of ".mdb".  Changing data in a database can cause it to become fragmented and use more disk space than is necessary.  When Portfolio Analyzer is closed after data has been added to a database, the database is compacted to defragment it; prior to this operation a copy of the database is created which is given an extension of “.bak”.

 

 


Databases and Files

Databases

There are two databases that contain the stored data.

{sec}.mdb - Contains information relating to securities and is universal to all portfolio databases. In addition to security identifying information, this database contains security types, exchanges.

pf.mdb - Is the default name given to the database that contains the information pertaining to portfolios. There may be multiple portfolio databases as named by the User. They must all have an extension of mdb. Access to any portfolio database may be made through the "Open Transaction Database" function under "File".

Sample Databases

{smpsec}.mdb - The database which contains sample security data.
Sample.mdb - The database which sample portfolio data.
The sample databases may be accessed by selecting "Load Sample Data" under "File".

Files

Sample files on your CD include:

Yhoo.csv - shows layout of a price file downloaded from Yahoo!®.
Sch.txt - shows layout of price file e-mailed from Schwab and the saved in a file.
 

 


Data Entry Rules

Entering transactions in chronological order is good practice and, in some instances, essential. For example, distributions entered using the Global Distribution function are entered as $/share; Portfolio Analyzer then automatically creates transaction records of the income for all portfolios holding the security on the Record Date and also proportionally credits the distribution income, as of the date of the distribution, to the transactions representing the shares on which the distribution is based. If purchases or sales prior to that date have not been entered, the Program-generated records will be incorrect and/or incomplete. The cost basis of all shares is maintained by Portfolio Analyzer or, for mutual funds so identified, the average cost is maintained. These values are reduced when return of capital distributions are received. Average cost values change when additional shares are either purchased directly or acquired through reinvestment of a distribution. The preceding are examples of circumstances which require that purchase, sale and distribution activity be entered in chronological order so that beneficial Program features such as automatic creation of records, crediting of income to acquisition transactions and determination of tax cost basis can be effective.

Although Security symbols and Portfolio ID's may be entered in either upper or lower case, all entries are recorded in upper case. Although the Security Types initially included in Portfolio Analyzer cannot be edited or deleted, additional types may be added (and then edited or deleted) by the User.

All dates are entered with slashes or dashes. Enter month-day, such as 5-15; program adds current or previous year to result in date equal to or prior to system date. Enter month-day-year, such as 5-15-4; program converts year to 20xx for xx=0 to 29 and 19xx for xx=30 to 99. When editing an existing date entry, you may use the up and down keyboard arrow keys to adjust date.

Prices that are not whole numbers may be entered in either a decimal of a fraction format. To enter the value 101 13/32, separate the whole number portion (101) from the fraction (13/32) with a space. Although the Program will store such an entry as 101.40625, the value will be displayed as either 101.41 or 101.406, depending on the field in which the value is entered and on the screen or report selected. If the value is a whole number, a decimal point is not necessary.

 

 


Portfolio Identification

An individual may have holdings in one or more portfolios for a variety of reasons. Each individual Transaction record, Name/Address record and Portfolio record is identified as belonging to a particular Portfolio ID. The Portfolio ID is a unique three-character (alphabetic, numeric or mixed) value. A Portfolio may be identified by either its Portfolio ID, Portfolio Name or Account Number. Each Portfolio must have a Portfolio ID and Portfolio Name; the Account Number is optional.

The prime consideration when determining the number of Portfolios to create and the ID's to use for those Portfolios is the data organization desired on reports. The transaction records used in generating reports are limited to those in the Portfolios you specify; that specification may be a single Portfolio, a group of Portfolios, ALL Portfolios or, through use of the asterisk, a group identified as having the same first or last character, e.g. J** or **4 or other common characters, e.g. *DN, *D*, D*N, etc. A group of Portfolios may also be assigned a Portfolio Group name to simplify identification of that group. Portfolios can be renamed and deleted and holdings can be transferred between Portfolios.

Transactions may be given different Sub numbers to provide for sub-division within a Portfolio. Since both the open and close sides of a position are carried on the same record, records need not and should not be given different Sub numbers, simply to identify separate acquisitions.

The portfolio name and Account Number associated with a portfolio identifier is obtained from the Portfolio ID record; this record is essential for proper Program operation.

 

 


Transaction Data Listing

When a transaction is recorded, the data entered is saved on a transaction record in the current Transaction Database. The purpose of this function is to create a chronological list of transaction records for the selected portfolio(s) and security(s). The transactions included in the listing may be limited by Transaction Date and Transaction Code. In the 80-character version data from the closed side of the transaction, if any, is displayed below data from the open side. In the 132-character version, open and closed data are displayed on the same line.

The listing may be limited to transactions whose opening Amount is within specified limits.

The purpose of this function is for displaying or printing only. To edit or delete records, use the Data Entry-Transactions-Change/Delete function.

The ‘By Security’ Report Type selection provides a listing of transaction records grouped chronologically by Security.

The ‘By Transaction’ Report Type selection provides a listing of transaction records listed in order of Transaction Date.

Transfer type records used by Liquid Cash securities contain Origination Date and Audit Symbol fields. Although the report column headings do not provide for these fields, one or both of them are listed with Liquid Cash Transfer entries on the reports.

When a Stock Split of Merge is recorded, the Program creates a new duplicate record for each open acquisition type record, i.e. records of buy transactions and distributions which were reinvested into shares. These new records carry the new quantity and price values and, for mergers, they carry the new Security Name and Symbol. The Transaction Types and/or Tax Codes on certain new and pre-Split or pre-Merger records are lower-case for Program operation purposes. Pre- and Post-Split records carry the same security Symbol and Name. New Company Pre-Merger records carry the security Symbol and Name of the surviving or acquiring company. Pre-Split and pre-Merger closed records and Cash Dividends are not affected by a Split or Merger.

 

 


Pre-Split Tran Codes

                                                Tran Code Case                     Tax Code Case

Pre-Split Records                                 Lower                                        Lower

Post-Split Records                               Upper                                        Upper

 

 

 


Pre-Merger Tran Codes

                                                          Tran Code Case                       Tax Code Case

Old Company Pre-Merger Records

            Distribution Transactions                   Lower                                        Upper

            All Other Transactions                       Lower                                        Lower

 

New Company Pre-Merger Records

          Distribution Transactions                      Upper                                        Lower

          All Other Transactions                          Upper                                        Upper

 

 


Portfolio Reports

Status
Portfolio Rate of Return
Security Rate of Return
Total Return
Liquid Cash Running Balance
Capital Gains
Income / Expense
Tax Reports

 

 


Portfolio Status

Both the 80 character (narrow) and 132 character (wide) Portfolio Status Report provide a one-line summary listing of all open positions as of the Effective Date for the selected Portfolios and Securities. The report includes for each holding the quantity, price, total value, and the total and per-share basis or cost, whichever is selected. It also shows the portfolio gain or loss from the portfolio value on the specified Comparison Period Balance record and the sum of all deposits and withdrawals between the Comparison Date and the report date and calculates the Net Period to Date Gain or Loss. An allocation pie chart by type is available after the report has been displayed.

The per-share values used in calculating Security Values are obtained from the Security File record Closing Price or Price on Transaction files. If a price is not available for the selected Effective Date the price for the next prior available date is used. Prior to creating the report, if the Effective Date is not the current date a 'Download Security Prices?' option is displayed. If 'Yes' is selected, prices for the Effective Date will be downloaded and used in the calculation. The downloaded prices will also be used to update the Security File record for those securities whose current record contains a Closing Price value for an earlier Price Date. Securities for which prices are not available from Yahoo!® are listed on a Manual Pricing grid so that prices for the Effective Date can be entered manually. The grid initially displays the current Security File record Closing Price and Date.

Check 'Include Accrued Interest' check box to cause the Value amount of Bonds, Security Type B, M, and T (whose exchange is not M or Mutual Funds), to include interest accrued as of the current date.  The accrued interest amount is based on Security Data Dividend Date, Amount and Frequency entries and is calculated by multiplying the periodic interest amount by a fraction whose numerator is the number of days since the last payment date and the denominator is the number of days from the last payment date to the next payment date.

Check 'Combine Reinvestments' check box to cause "Invested" values to also include transactions representing reinvestment of distributions on narrow report, and "Reinvested" plus "Invested" values on the wide report.

Check ‘Include Allocation Tables’ to also show portfolio asset allocation tables, which summarize the value and percentage distribution of portfolio holdings by Type.  If a multiple portfolio report is specified, individual reports are created followed by a summary table for the group.

For liquid-cash accounts, if the date of a transfer record is later than the report date and the origination date is earlier than the report date, the amount on the Transfer Record is reported as "Pending".

Reinvested dividends are not shown as part of the investment on the narrow reports but can be combined with Buy/Transfer transactions by checking "Combine Reinvestments".

The 132 character (wide) report lists the total basis of shares resulting from Buy and Transfer transactions separately from that resulting from reinvestment of dividends.

The summary report lists only portfolio and grand totals and the allocation tables.

 

 


Portfolio Rate of Return

The Portfolio Rate of Return report calculates the performance of the selected portfolios over the selected time period. Performance may be calculated using one of the three AIMR-described ‘Time Weighted’ methods - Daily Valuation, Modified Dietz or Modified BAI. The performance of selected Benchmarks over the same time period used for portfolio performance may also be included on the report.

A Portfolio's rate of return between any two dates can be calculated. Values used in the calculation include the Portfolio's value on the beginning and ending dates and the amounts and dates of cash added to or removed from the Portfolio between the beginning and ending dates. The beginning and ending date portfolio values are obtained from Portfolio File Balance records. If any balance record for those dates is not in the file, the Program creates one from the transaction and price records and adds it to the file. The amounts and dates of cash activity during the report interval are obtained from Portfolio File Deposit and Withdrawal records.

For after-tax rate of return calculations, the Program adjusts all portfolio values for the theoretical capital gains tax due on unrealized gain and on taxable accrued interest and assumes quarterly deposits to the portfolio during the report period to cover state and federal taxes on capital gains and dividend and interest income realized during the report period.

Fee records are used only if after-fee Rate of Return reports are needed. If funds are withdrawn from a portfolio to pay fees and ROR after-fee reports are to be generated, a Withdrawal record reflecting the withdrawal must be entered in addition to the Fee record. When calculating a "Net of Fees" ROR, the Program treats Fee records as deposits.

If fees are deducted from portfolio funds (thus reducing the portfolio value), but a Withdrawal record reflecting the deduction is not entered, ROR values calculated will actually be "after-fees" even when the "Net of Fees" box on the report entry screen is not checked.

Selecting a detailed report will list the deposits, withdrawals, and tax and fees, if selected, that have been recorded between the beginning and ending dates.

Balance records can also be created through the Utility Function, Create Balance Record(s) or they can be created manually using the Add mode in Portfolio Data Entry.

 

 


Portfolio Selection

Reports can be created for a single specified portfolio or for each of a group of specified portfolios.  Select from the Portfolio Selection List Box the portfolio(s) you want included in the report.  Double-clicking any Portfolio ID causes all portfolios to be selected for inclusion in the report.  Multiple portfolios can be selected by depressing the Ctrl key while clicking on a portfolio entry in the Portfolio Selection List Box.

The Portfolio ID Wild Card Entry Text Box may be used to cause all portfolios whose ID’s match the wild card entry to be selected.

A previously saved Portfolio Group selection may be used to select portfolios by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name.

 

 


Portfolio Group

A portfolio group selection may be saved for future use by clicking the New command button to create a blank text field in the Portfolio Group Text Box, entering a name (up to 9 characters) in the blank field and then clicking the Save command button. A previously saved Portfolio Group selection may be used by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name. Clicking the Portfolio Group Delete command button deletes a Portfolio Group from the list. To change the portfolios included in an existing group, select that group, make the desired changes to the portfolio selections and then click the Save command button.

 

 


Portfolio ID Wild Card Entry

To select all portfolios whose ID’s have three characters and have the same first character, enter in the Portfolio ID Wild Card Entry Text Box that character followed by ??, eg. E??. To specify a group of portfolios having the same third character, enter two question marks followed by the common character, eg. ??E. A group of portfolios having two-character ID's and having E as the second character is identified as ?E.

Entering an asterisk (*) will select all portfolios. Entering a character or group of characters followed by an asterisk selects all portfolios for which the initial character(s) of their ID matches the character or group of characters preceding the asterisk.

A group of one or more characters enclosed in brackets ([ ]) can be used to match any single character in a Portfolio ID.

To match the special characters left bracket ([), question mark (?), number sign (#), and asterisk (*), enclose them in brackets. The right bracket (]) cannot be used within a group to match itself, but it can be used outside a group as an individual character.

Use a hyphen (-) separating the upper and lower bounds of a range to specify a range of characters. For example, [N-R] results in a match if the corresponding character position in a Portfolio ID contains any letter in the range N-R. When a range of characters is specified, they must appear in ascending sort order (from lowest to highest). [A-Z] is a valid pattern, but [Z-A] is not. An exclamation point (!) at the beginning of a character range means that a match is made if any character except the characters in the range is found in a Portfolio ID. When used outside brackets, the exclamation point matches itself. Multiple ranges are included within the brackets without delimiters. Use a number sign to indicate a single digit (0-9).

 

 


Security Selection

Select the securities to be included in the report. Double-clicking the list causes all securities to be selected for inclusion in the report. Multiple securities can be selected by depressing the Ctrl key while clicking on a portfolio entry in the Security Selection List Box. Click the Clear Selections command button to clear all security selections.

The Category lists may be used to cause all securities to which the selected Type and/or Exchange has been assigned to be selected. The Category lists are not displayed when only Liquid Cash securities are listed.

A previously saved Security Group selection may be used to select securities by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name. A Security Group may be defined after selecting (checked boxes) your entries above and saved for later retrieval. To add a new group, click New. Save must be clicked after entering a new group or when changing an existing group.

 

 


Security Rate of Return Report

The internal rate of return (IRR) is the interest rate which, if in effect throughout the report period and taking into account the amount and timing of all deposits and withdrawals to and from the Security(s) within the portfolio(s) during the period, would cause the beginning balance to grow (or decline) to the closing balance.

The report shows the before and after tax rates of return for the individual security holdings within a portfolio since the inception of the holding to the current date. Values used in the calculation include the Security's value on the beginning and ending dates and the amounts and dates of cash added to or removed from the holding between the two dates. The cash transactions are usually buys, sells, and cash dividends. The accrued interest paid when acquiring a bond is considered part of the investment when calculating the rate of return. Note that reinvested dividends are not included in the cash flow as their effect will be reflected in the ending balance. A composite rate of return covering the securities selected for the report is calculated for each selected portfolio.

 

 

 


Total Return Report

The Total Return Report provides data, by portfolio, for each acquisition-type transaction involving the specified securities. In this report the Income Yield value is the interest rate which, with annual compounding, would cause the invested amount to earn the Income amount during the period beginning with the transaction acquisition date and ending with the current date (open transactions) or the closing date (closed transactions). The income attributed to the acquisition is that contained on the records for the holding and since the exact date of each income is not used, the yield is approximate.

 

 


Liquid Cash Running Balance Listing

This function lists Liquid Cash transactions for the specified date range and shows the account balance on the Beginning Date and after every transaction.

 

 


Capital Gains Reports

Three types of Capital Gains Reports may be generated. The ‘By Portfolio’ and ‘By Security’ types may be generated for either open (unrealized) or closed (realized) transactions; the ‘By Transaction’ version lists only open transactions. The reports display the capital gain or loss for the specified holdings. The unrealized gain/loss in the ‘By Transaction’ version or when the ‘Include Open Only’ option is selected is the difference between the current value and the tax basis of the holding. When the ‘Include Closed Only’ option is selected, the gain/loss is the difference between the realized amount and the basis. The ‘Include Open Only’ version report includes only holdings open on the current date.

In the By Portfolio version, results are displayed by Portfolio. Within each Portfolio segment, Security capital gains/losses are displayed chronologically by transaction if a Security Sequence of either Symbol, Name or CUSIP is selected. If a Security Sequence of Long Term Gain or Short Term Gain is selected capital gains/losses by security within the selected portfolios are displayed in descending order of gain value. The report contents are described below under ‘Capital Gain Report Description by Column’.

In the By Security version, the report lists, by Security, realized or unrealized capital gains for one or more securities and one or more portfolios. Within each Security segment, Security capital gains/losses are displayed chronologically by transaction. If a security is held by more than one portfolio and the ‘Portfolio Sub-Total’ checkbox is checked, transactions for the affected portfolios are kept separate and sub-totaled otherwise the transactions are integrated chronologically. The report contents are described below under ‘Capital Gain Report Description by Column’.

In the By Transaction version, the report displays the open transactions for the selected securities held by the selected portfolios; the format is different from that described below.

Capital Gain Report Description by Column

B/SS - Report rows representing short-sale and option writing values are identified with an "SS"; report rows representing all other types of transactions are identified with a "B" (or "Buy" on the wide format File or Print report).

Quantity - Number of shares covered by a single Transaction File record. Values are negative for "SS" transactions and positive for "B" transactions.

Average Basis - Average cost of shares purchased directly or bought through dividend reinvestment including both commission and effect of Adjust Basis records.

Commission - Includes Commission and S.E.C. fees. On a report of closed positions, the value includes both the open and closing fees.

Basis - The transaction basis is the product of the Quantity and Basis values on a transaction record. For short-sale and option writing transactions the value in this field is the amount received when the position was opened on reports of open positions and is shown as a negative value; on reports of closed positions, the value in the Basis field is the amount paid to close the position.

Value - Current value of the transaction quantity based on the Security File price. The Current Value is shown only on reports of open positions. For short-sale and option writing transactions the value in this field is the amount which would be required to close the position, i.e. the quantity times the current price and is shown as a negative value.

Realized - Amount received, less commission and S.E.C fee, from sale of the Quantity covered by the transaction record. The Realized value is shown only on reports of closed positions. For short-sale and option writing transactions the value in this field is the amount received when the position was opened.

Gain/Loss - The difference between the Current Value (Realized value, if sold) and the Basis value. The gain/loss as a simple percent of the Basis value is also listed as is the annualized percent gain/loss.

Term - Report rows representing short term gain/loss are identified with "S", report rows representing mid term gain/loss are identified with "M" and report rows representing long term gain/loss are identified with "L". Long, Mid and Short Term subtotals are displayed for each security; these are net values in that individual transaction gain (positive) and loss (negative) values are combined and the total is displayed as the security sub-total value. The portfolio total values for each ‘Term’ include both the total of the individual transaction negative and positive values and also the net ‘Term’ total value.

The current price and price date from the Security File is displayed for each holding on reports of open positions.

The detail report lists the gain/loss by acquisition and date of acquisition, whereas the summary report lists only the sums of the short and long term gains/losses for each holding.

 

 


Capital Gains Report - By Portfolio

Report results are displayed by Portfolio. Within each Portfolio segment, Security capital gains/losses are displayed chronologically by transaction if a Security Sequence of either Symbol, Name or CUSIP is selected. If a Security Sequence of Long Term Gain or Short Term Gain is selected capital gains/losses by security within the selected portfolios are displayed in descending order of gain value.

The content of the report columns is described in the Capital Gains Report - Realized/Unrealized topic.

 

 


Capital Gains Report - By Security

The report lists, by Security, realized or unrealized capital gains for one or more securities and one or more portfolios. Within each Security segment, Security capital gains/losses are displayed chronologically by transaction. If a security is held by more than one portfolio and the ‘Portfolio Sub-Total’ checkbox is checked, transactions for the affected portfolios are kept separate and sub-totaled otherwise the transactions are integrated chronologically.

 

 


Capital Gains Report - By Transaction

The unrealized capital gain/loss for each open transaction is shown for the specified security held by the specified portfolio. The listing order of the report is initially descending by capital gain but can be set to ascending or descending order of any report column by clicking the desired ‘Grid Display Order’ button; double-clicking button representing the current sort order causes the order to change from ascending to descending, or vice versa, for that column.

Column totals of all transactions are initially shown on the report but transactions to be included in the total values may be un-selected and re-selected by clicking the cell in the Select, Quantity, Basis, Value or Gain column of a transaction row. Clicking a cell in the Portf ID, Security Name, Date, Tran Type or Fed/St Tax Code column causes all transactions having the identical cell entry as the clicked cell to be selected. A ‘Quantity’ column total is shown only if only one security is included in the report. The Basis value displayed for individual transactions is the basis per share; the Total Basis value displayed is the total basis of the selected transactions. Click the ‘Clear Select’ button to ‘un-select’ all transactions.

If, after the report is displayed, the ‘Print’ button is clicked, you may choose to print the entire report or elect to print only those transactions which are currently selected to be included in the report totals. If you choose ‘Print’ rather than ‘Display’ on the report entry screen, the printed output will include all transactions and the sort order will be descending by capital gain.

 

 


Portfolio Income / Expense Reports

Accrued Interest
Calendar Projected Income
Commissions
Income / Cash Activity
Income Reconciliation
Interest Transactions
Liquid Cash Interest
Projected Income
Non-Cap Gain List by Tax Category

 

 


Accrued Interest

The Accrued Interest Report displays the interest which has been earned from bonds from the Transaction Date of the most recent interest payment through a specified Effective Date. Only securities having a Security Type of Bond, Muni-Bond or Treasury Issue are covered by this report. The report may cover a single portfolio, a group of portfolios or ALL portfolios and it may cover a single security, ALL Type Bond securities, ALL Type Muni-Bond securities, ALL Type Treasury Issue securities or ALL Type Bond, Muni-Bond and Treasury Issues securities. Mutual Funds are not included in the report. Accrued interest calculations for all types of bonds use the actual number of days in the payment period, including the effect of leap years.

 

 


Calendar Projected Income

This report lists, for each Security/Type specified, monthly income projected to be received for each specified Portfolio for a specified 12-month period. The income date and frequency are based on date and frequency data in the Security File. The listing order is by security within Portfolios; amounts are calculated as the product of the Security File Dividend amount/share entry and the share quantity currently open.

 

 


Commissions Report

This function creates a listing of commission and S.E.C fees recorded on transactions for the specified portfolios and Securities or types and time period. Commissions and fees paid on opening transactions are reported separately from those paid on closing transactions.

 

 


Income / Cash Activity

The Income/Cash Activity Report provides a listing, by Security, of investment related income and expense during a specified time period. The report may also include capital-type cash activity. In the 80-character report, income is reported as either "Dividends" (amounts from Transaction records of type Dividend, S. T. Distribution, M. T. Distribution, L. T. Distribution, and Return of Cap), "Interest" or "Other Income". In the 132-character report, income is reported as either "Dividends", Capital Gains Distributions (total of S. T., M. T., and L. T. Distributions), Return of Capital, "Interest" or "Other". Amounts from Expense-type Transaction records of are listed as "Expense".

 

 


Income Reconciliation Report

The Income Reconciliation Report is similar to the Projected Income Reports except that (a) the "expected" amount is calculated from the dividend amount/share and the share quantity owned on the date of the scheduled dividends for dates prior to the current date and based on the shares currently owned for scheduled dates in the future and (b) it also lists the income amounts actually received and the payment dates as recorded in the Transaction File income records for the specified portfolios and securities for the report period.

The summary report shows only the totals expected and received for each holding, with no dates.

 

 


Interest Transactions Report

This function creates a listing of interest transactions for the specified portfolios and Securities or types (except "Cash-Liquid") and time period. Accrued interest, either paid or received, is also listed.

 

 


Liquid Cash Interest Report

The Liquid Cash Interest Report lists the Date, Average Daily Balance, Total Amount and Yield values for all liquid cash interest transactions within the specified period for the selected portfolios and liquid cash securities. The Average Daily Balance and Yield values are calculated when the Interest transaction is recorded. They are also re-calculated in the Utility-Allocate Interest/Calculate Yield function.

 

 


Allocate Interest / Calculate Yield

This utility recalculates the average effective interest rate reflected by income records. Income and interest rate values on the affected records are replaced by the newly calculated values. The average effective interest rate is the interest rate, which if it was in effect since the last interest payment date and was applied daily to that day’s balance, would result in the interest amount received. The interest rate calculated for an interest transaction record is determined by the date and amount of that interest payment, the date of the previous interest payment and the dates and amounts of additions to and subtractions from the account between the previous and current interest payments. If any of this data is changed after recording an interest payment, the originally calculated interest rate is no longer correct. This routine may be used to recalculate the interest values if such changes have been made in a "Cash-Liquid" holding.

 

 


Projected Income

This report lists the monthly income projected to be received for the period specified. The beginning date must be equal to or greater than the system date. , The income date, frequency, and amount/per share values stored on the Security Record are used in determining the income to be generated by a portfolio’s holding. The income to be earned is calculated as the product of the Security File Dividend amount/share entry and the share quantity currently open. The listing order may be by security or by portfolio.

The detail report shows the date and amount of each dividend or interest expected. The summary report shows only the total expected for each security or portfolio, depending on the report sequence selected.

 

 


Non-Cap Gain List by Tax Category

This report is a listing, by security, of investment related income and expense according to Tax Exempt Code during a specified time period. In the 80-character format, income is reported as either "Dividends" (amounts from Transaction records of Dividends, S. T. Distributions, M. T. Distributions, L. T. Distributions, and Return of Cap), "Interest" or "Other Income"; Transaction records of "Expense" are listed as Expense. In the 132-character format, separate columns are provided for Dividends, Capital Gains Distributions and Return of Capital.

 

 


Portfolio Tax Reports

Capital Gains
Dividends
Interest
5-Year Capital Gains
Tax Liability
Foreign Tax

 

 


Capital Gains Tax Report

The Capital Gains Report format is similar to that of the IRS Form 1040 Schedule D. If the ‘Short and Long Term’ Report Contents option is selected the Short Term transactions are displayed at the top of the report followed by the Long Term transactions. Entries are grouped by Portfolio, then alphabetically by Security. For each closed transaction the report lists the quantity, acquired and sold dates, sales price, cost (basis) and gain/loss.

If either the ‘Short Term’ or ‘Long Term’ Report Contents option is selected, the content of the report is determined by the 1099-B Data selection. If the ‘Basis reported’ option is selected, the report will contain transactions whose ‘Code’ entry on the grid generated by the Data Entry>Transactions>Tag Capital Gains function is ‘A’. If the ‘Basis not reported’ option is selected, the report will contain transactions whose ‘Code’ entry is ‘B’. If the ‘Other’ option is selected, the report will contain transactions whose ‘Code’ entry is ‘C’. These reports contain the column headings ‘Code, if any’ and ‘Adjustments to gain or loss’ as on the IRS Form 8949 but no values are listed in those columns since such data is not included in the Portfolio Analyzer database.

Select ‘Short and Long Term’ to generate a report on which Short Term transactions are displayed at the top of the report followed by Long Term transactions. Select ‘Short Term’ to generate a report containing only short term transactions whose Form 1099-B reporting is as indicated by the ‘Form 1099-B Data’ selection. Select ‘Long Term’ to generate a report containing only long term transactions whose Form 1099-B reporting is as indicated by the ‘Form 1099-B Data’ selection.

Each report is concluded with a grand total of Sales Price, Cost and Gain/Loss; the long term report also shows the total of all mid and long term distributions for the selected portfolios for the report period. Note that IRS Wash Sales rules are not considered in generation of this report.

Select Print rather than Display as the Report Mode to generate a report which may be used as an attachment to the Form 1040. The heading on this version includes ‘Name(s) as shown on Form 1040’ and ‘Social Security Number’ fields; the report obtained from printing the displayed report does not include these fields.

 

 


Tag Capital Gains

This function lists either the ‘short term’ or ‘long term’ sold transactions for the selected Portfolio(s) and Security(s) within the selected date range. The right-most column of the list is the code which indicates the Capital Gain/Loss category on the IRS Form 8949. Click on any cell of the transaction listing to cause the Code for that transaction to toggle from A to B or from B to C or from C to A. The Codes for all transactions are initialized to ‘A’ for transactions closed after 2010.

The IRS Form 8949 categories are:
A - Short-term transactions reported on Form 1099-B with basis reported to the IRS
B - Short-term transactions reported on Form 1099-B but basis not reported to the IRS
C - Short-term transactions for which you cannot check box A or B
A - Long-term transactions reported on Form 1099-B with basis reported to the IRS
B - Long-term transactions reported on Form 1099-B but basis not reported to the IRS
C - Long-term transactions for which you cannot check box A or B

The Reports>Portfolio Reports>Tax Reports>Capital Gains function provides the ability to create a report of capital gains from transactions for selected Portfolio(s) and Security(s) within a selected date range. If the ‘
Reports Contents’ selection is either ‘Short Term’ or ‘Long Term’ the resulting report is restricted to transactions which have been assigned a ‘Tag Capital Gains’ Code of either ‘A’ (Basis reported), ‘B’ (Basis not reported) or ‘C’ (Other).

 

 


Dividends Tax Report

Both federal and state dividend reports are available. The federal report summarizes by security dividends received during the specified period and assigned a Federal Tax Code entry of "No". The portion of the dividend amount which is a Capital Gain Distribution or a Return of Capital is also listed. The state report lists, by security, adjustments to the values shown on the federal report. Dividend transaction records with a Federal Tax Code entry of "No" and a State Tax Code entry of either "Yes" or "Earnings Only" are listed as a "State Subtraction". A dividend which is exempt from federal taxation and partially exempt from state taxation (e.g. a municipal bond mutual fund dividend) is coded "Earnings Only" and "No" and the percent of dividend that is state exempt is entered on the Security File record for the security. The total dividend amount is listed as a "Federal Exemption" and the portion taxable by the state is listed as a "State Addition".

Select Print rather than Display as the Report Mode to generate a report which may be used as an attachment to the Form 1040. The heading on this version includes ‘Name(s) as shown on Form 1040’ and ‘Social Security Number’ fields; the report obtained from printing the displayed report does not include these fields.

For Dividends Tax Reports covering dates after December 31, 2003, ‘Qualified Dividends’ are listed at the bottom of the report.

 

 


Interest Tax Report

Both federal and state interest reports are available. The federal report summarizes by security interest received during the specified period and assigned a Federal Tax Code entry of "No". The state report lists, by security, adjustments to the values shown on the federal report. Interest transaction records with a federal Tax Code entry of "No" and a state code entry of either "Yes" or "Earnings Only" are listed as a "State Subtraction". For instance, a Treasury Bond would have federal and state Tax Codes of "No" and "Earnings Only", respectively. Interest exempt from federal taxation, e.g. municipal bond interest, is coded "Earnings Only" and "No" if out-of-state and "Earnings Only" (federal) and "Earnings Only" (state) if in-state; the former is carried as a "State Addition".

Select Print rather than Display as the Report Mode to generate a report which may be used as an attachment to the Form 1040. The heading on this version includes ‘Name(s) as shown on Form 1040’ and ‘Social Security Number’ fields; the report obtained from printing the displayed report does not include these fields.

 

 


5-Year Capital Gains Tax Report

This report is identical to the Capital Gains Report except that only those transactions which had been held for five years or longer are used in generation of the report.

Select ‘Short and Long Term’ to generate a report on which Short Term transactions are displayed at the top of the report followed by Long Term transactions. Select ‘Short Term’ to generate a report containing only short term transactions whose Form 1099-B reporting is as indicated by the ‘Form 1099-B Data’ selection. Select ‘Long Term’ to generate a report containing only long term transactions whose Form 1099-B reporting is as indicated by the ‘Form 1099-B Data’ selection.

 

 


Tax Liability Report

The Tax Liability Report shows for the period selected, the state and federal incremental tax liability incurred by the recorded transactions. The liability is listed by security for each selected portfolio and totaled for both the individual portfolios and for the portfolio group. The State Tax Liability does not include the effect of the State Tax Exempt percent value on Security File records; this causes the state tax to be overstated for Tax Code entries "No"/"No" (federal/state) transactions and understated for Tax Code "Earnings Only"/"No" and "Yes"/"No" transactions. Also shown for each security are the income, expense, short, mid and long term capital gains and losses, which are responsible for the tax liability.

The taxable transfer will be shown as income. This is the only tax report on which the taxable transfer will appear.

 

 


Foreign Tax Report

This function creates a summary, by security, of the monetary amount recorded on a transaction record as foreign tax reported as dividend or interest. All transactions are included, regardless of Tax Code entries.

 

 


Building Data Entry Records

There is no required order in which the various data records must be built. Since Portfolio Analyzer considers that all transactions (stock purchases, dividends, interest, etc.) are associated with a particular Portfolio, you must create at least one Portfolio ID record. Since entry of a transaction involving a security requires that that security have a Security File record, you need to create appropriate security records as needed.

Security Data
Transaction Data
Portfolio Data
Name / Address Data
 

 


Security Data

A Security Data record must be created for each security or holding for which transactions are recorded. Each record must include the security symbol, name, Type, Stock Exchange, current price and price date; other entries are optional. Select "Data Entry", "Security Data", and "Add New Security" to begin generating security records.

For the Program to properly handle mutual funds they must be assigned "Mutual Fund" as the exchange; use the Security Type to identify the type of fund, e.g. stock fund or bond fund. If money market accounts are maintained as brokerage accounts into which sales and dividend proceeds are deposited and from which stock purchase funds are obtained, be sure to create Security Data records for such accounts (Transfer Accounts); they must be "Cash-Liquid" securities.

Security data is stored in the "{sec}.mdb" file which must be located in the same directory in which Portfolio Analyzer program is located. This data serves all portfolios. All other data entries are stored in a separate database whose name is displayed as the 'Current Transaction Database' on the Portfolio Analyzer Main Menu. The database loaded when Portfolio Analyzer is opened is "pf.mdb"; additional databases may be created, if desired.

 

 


Security Type Definitions

"A" : Annuity - The "A" Type Code is intended for fixed annuities. Variable annuities would generally be given the code of the type of investments held within the annuity, most commonly "S".

"B" : Bond - When the purchase of a security (which is not a mutual fund) having a "B" Type Code is recorded, in addition to standard purchase data, you are prompted to enter the amount of accrued interest paid at the time of purchase; if accrued interest was paid, the Program automatically creates an Accrued Interest transaction record. When sale of a bond is recorded, you are prompted to record the accrued interest received and an accrued interest record is automatically created. If a Type Code of "B" is used for a security other than a specific bond, such as a bond mutual fund or an income fund, you must assign it an Exchange Code of "M" to prevent inappropriate Program handling.

"C" : Call Option - The "C" Type Code alerts the Program to check the expiration date, on the Security Data record, to determine if an unclosed option has expired and no longer has value. The code also causes the Program to use the Exercise Price from the Security Data record as the price of the closing transaction if the option is exercised. The Option price on Transaction and Security Data records is the price per share.

"D" : Non-Liquid Cash - Used with holdings such as CD's or foreign currency funds. Type "D" transactions are included in all Reports.

“E” : Exchange Rate

"F" : Futures Contract - The price of a futures contract on Transaction and Security Data records is the price per unit of the commodity; the number of units per contract is entered in the Security File record for the futures contract.

"H" : Hard Asset - Used for gold, collectibles, etc. Type "H" transactions are included in all Reports.

"M" : Municipal Bond

"O" : Other - May be used when other Type Codes are inappropriate. Transactions involving Type O holdings are not included on the Capital Gains Report.

"P" : Put Option - Effect of use of "P" Type code is similar to that of "C" code as described above.

"Q" : User Defined - Type Q holdings generally get Group I treatment but are not included on the Capital Gains Report or in the Holdings Going Long or Mid Term Alert report.

"R" : Real Estate

"S" : Stock

"T" : Treasury Issue

"W" : Warrant - Effect of use of "W" Type code is similar to that of "C" code as described above.

"X" : Index - Identifies Securities used to maintain market index data.

"Z" : Zero - Zero coupon bond

"$" : Liquid Cash - Generally used with holdings such as money market funds, checking accounts, margin/brokerage accounts, etc. The Program assigns a mandatory price of 1.00/unit. The Program calculates the effective interest rate of all dividend and interest transactions and places that value on the dividend or interest record. Transactions involving "Cash-Liquid" holdings are not included on the Capital Gains Report. Since a "Cash-Liquid" security is forced to have a constant price of 1.00/unit, this Type Code cannot be assigned to a money market holding which accounts for earnings by increases in the unit price; such securities are sometimes called income or fixed income funds or accounts.

“%” : Certificate of Deposit

Mutual funds should be coded according to the type of fund they are, e.g. B or S. Identify them as mutual funds by using an Exchange Code of M.

 

 


Transaction Data

To enter Transaction records, from the Main Menu choose "Data Entry", then "Transactions", and then "Add". Although Transaction records cannot be recorded for securities which do not have a Security Data record, you are conveniently provided the opportunity to add such a record if you attempt to record a transaction for a security lacking a Security Data record.

A listing of the transaction records from the Transaction Data may be generated by selecting "Reports" from the Main Menu, then "Data Listings", and then "Transactions". To add, change, or delete a transaction record, select "Data Entry" from the main menu, then "Transactions", and then "Add", or "Change/Delete" . If Change or Delete is selected, choose the transaction record that needs to be adjusted or deleted from the resulting grid. Only those securities involved with the selected portfolio are available with "Change/Delete".

Multiple Databases
Although Portfolio Analyzer provides for only one file containing Security data records, multiple files containing all other Portfolio Analyzer data may be maintained. Maintaining multiple Transaction Databases may be advantageous if you are maintaining records for large numbers of persons, clients, etc. An advantage of using separate databases is to reduce the possibility of exposing one client’s data to another client. A disadvantage is the inability to generate reports which include all portfolios.

 

 


To save the data entries and selections on the User-Defined Import window as an "Import Description", enter a name (up to 9 alpha-numeric characters) in the "Import Description" list box and click the Save command button. To select a previously saved Description, click on the list box control button and then click on the Description name. A displayed Description may be deleted by clicking the Delete Command button.

The Import Descriptions may be exported to enable importing them into a different database. To export the Import Descriptions select the File>Export>User Defined Import Descriptions function. To import this data into a different database which does not include some or all of the Import Descriptions which have previously been exported select the File>Import>User Defined Import Descriptions function.

 

 


Import File - Datafile Name

Entry of a ‘Datafile Name’ is optional.  If a ‘Datafile Name’ is saved as a part of the Description, that name is the default File Name when the ‘Select Import File window is opened by clicking either Test or Import.

 

 


Import File - Datafile Path

Entry of a ‘Datafile Path’ is optional. If a ‘Datafile Path’ is saved as a part of the Description, that path is the default ‘Look in:’ path when the ‘Select Import File window is opened by clicking either Test or Import.  If no Datafile Path’ is a part of the Description, the default ‘Look in:’ path when the ‘Select Import File window is opened is the path to the folder in which Portfolio Analyzer is installed.

 

 


Import User-Defined Data, Comment

A comment related to the Import File Description may be entered; an entry is not required. This comment field is provided for your use to enter text or numbers which you might find useful regarding the file description; the field is not used by the Import function.

 

 


Import User-Defined Data, Fields separated by

Indicate whether the data fields on the Import File are separated by Commas or Tabs or are Not Separated. When the import file is displayed or printed, tab characters (ASCII value of 9) may appear as an open circle ( ).

The location of comma or tab delimited data fields is described by identifying the position sequence of each data field in the data record. For example, if the record date appears in the third field on each record, enter a "3" in the Position field for "Date".

If the data fields are not separated by commas or tabs then the location of data fields is described by identifying the length of each data record and identifying the location of the left-most character of each data field and the length of each data field. For example, if the first character in the field containing the Portfolio ID in each record is located above 42 on the scale and the last character in the field is located above the 52 on the scale, enter "42" in the Location field for "Portfolio" and enter "11" in the Length field. If each record does not begin on a separate line when the Import file is printed or displayed in an Editor program such as Windows Notepad, you must cause the "One Record/Line" check box to be blank and you must enter the total number of characters in an individual record in the "Record Length" field.

 

 


Import User-Defined Data, One Record/Line

A group of data fields (Portfolio ID, Data Type, Date, etc.) which contain data for a single day is a data record. Indicate if each record in the file begins on a new line, ie. one record per line. Whether or not each record begins on a new line can be determined by printing the Import file or by displaying it in an Editor program such as Windows Notepad.

 

 


Import User-Defined, Record Length/Number of Fields

If the "Fields separated by" choice is "Not Separated" and the records in the data file are not "One Record/Line", but instead, one record follows another on the same line, you must enter a value for Record Length. The Record Length is the number of characters and spaces in a single record. If the "Fields separated by" choice is commas or tabs then a value must be entered for the Number of Fields. The Number of Fields is the number of possible data fields in each record; the correct value is usually one more than the number of commas (or tabs) in the record.

 

 


Portfolio Data

"Portfolio ID" - To create Portfolio records, select "Data Entry" from the Main Menu, "Portfolio Data", "Portfolio ID" and then “Add”. The Portfolio ID record contains the name and Taxpayer-ID which appears on reports. To create a new Portfolio, enter an ID, up to three alphanumeric characters, in the "Portfolio ID" data field. Enter the "Portfolio Name" and fiscal year beginning month and day on the "Add New Portfolio ID" window. Although entries in the remaining fields are optional, entries in the "Taxpayer ID" and "Transfer Account" fields are recommended. An entry in the "Account #" field links client Account Numbers to portfolios and permits use of that number for identifying portfolios. Click “Save” to save the entered data as a Portfolio ID record. To edit Portfolio ID data or to delete a Portfolio, select "Data Entry" from the Main Menu, "Portfolio Data", "Portfolio ID" and then “Change/Delete” and either select the Portfolio from the pull down list or enter its ID or Account Number and then click the OK button.

In all functions, when required to indicate a Portfolio, a drop-down combo list is displayed in which all portfolios are listed. Until such a record is created for a portfolio, it will not be included in the list.

Since the portfolio is a primary organizational factor in generating all reports, the portfolio to which transactions are assigned is an important organizational decision. The portfolio choice is not irreversible, however, since the Global Edit function enables you to move all transactions involving a given security held by one portfolio to a different portfolio or to a different Sub within the same portfolio, should that be desired.

"Balances/Deposits/Withdrawals" - The Portfolio Balance, Deposit and Withdrawal records are used to calculate the Portfolio rate of return. The Deposit and Withdrawal values are also used by the Status Report to determine the change in Portfolio value, net of deposits and withdrawals, since the comparison date requested.

These records are automatically created by the Program. They can also be created manually. If duplicate or erroneous records are created, they can easily be edited or deleted. When any transaction involving cash (buying or selling a security, receiving a cash distribution, etc.) is entered, you are required to indicate the disposition or source of the cash. A Portfolio File Deposit record is automatically created for cash which came in and a Withdrawal record is created to record cash which left the portfolio.

"Tax Rates" - To obtain valid estimated tax calculations, after-tax Rate of Return reports and Tax Liability Reports, it is necessary to have Portfolio Tax Records for each portfolio, other than one identified as a Roth IRA. It is recommended that these tax rates reflect the marginal tax rates.

These tax rates apply to all investment activity in the specified portfolio until superseded by a later tax rate record; a zero tax rate entry is also valid. The tax treatment to be applied to individual transactions is further controlled by federal and state Tax Code entries on each Transaction Data record; the choices are fully exempt, fully taxable and earnings only are taxable. Since the tax effect of all transactions is calculated and recorded when the transaction record is created, it is preferable to have the necessary Portfolio Data Tax records in place when the transactions are entered. If the Tax records are not in place or are incorrect when transactions are entered, the "Recalculate Tax on Transactions"; under "Utility" may be used to recalculate the transaction tax effect. 

 


Recalculate Tax on Transactions

Among the data items included on Transaction File records is the estimated tax liability resulting from taxable activity, e.g. receipt of taxable dividends or realizing a gain/loss from sale of assets. Use the 'Utility>Recalculate Tax on Transactions' function to cause these tax liability values for all transactions in the named portfolio in the calendar year specified to be calculated (or re-calculated) based on the tax rates currently carried on a Portfolio Data Tax Rate record. These tax values are used only when calculating after-tax Portfolio Rate of Return Report values and after-tax Total Return Report rate of return values; they are not used in the Tax Liability Report.

The Federal Income Tax values are used to calculate estimated federal tax due on taxable dividends, interest and short term capital gains for transactions having a Federal Tax Exempt entry of "No".

The Federal Long Term Capital Gains Tax values are used to calculate estimated federal tax due on long term capital gains for transactions having a Federal Tax Exempt entry of "No" or "Earnings Only".

The Federal Mid Term Capital Gains Tax values are used to calculate estimated federal tax due on mid term capital gains for transactions having a Federal Tax Exempt entry "No" or "Earnings Only".

The State Income Tax values are used to calculate estimated State tax due on taxable dividends, interest and short term capital gains for transactions having a State Tax Exempt entry of "No". The state tax portion of the Estimated Tax value does not consider the effect of the State Tax Exempt percent value on the Security File. The state tax calculated for transactions having a State Tax Exempt entry of "No" assumes the transaction amount is fully taxable by the state; if five percent of the amount is actually exempt from state taxation, the calculated state tax is overstated by about five percent.

The State Long Term Capital Gains Tax values are used to calculate estimated State tax due on long term capital gains for transactions having a State Tax Exempt entry of "No" or "Earnings Only".

The State Mid Term Capital Gains Tax values are used to calculate estimated State tax due on mid term capital gains for transactions having a State Tax Exempt entry of "No" or "Earnings Only".

 

 


Portfolio Identification

An individual may have holdings in one or more portfolios for a variety of reasons. Each individual Transaction record, Name/Address record and Portfolio record is identified as belonging to a particular Portfolio ID. The Portfolio ID is a unique three-character (alphabetic, numeric or mixed) value. A Portfolio may be identified by either its Portfolio ID, Portfolio Name or Account Number. Each Portfolio must have a Portfolio ID and Portfolio Name; the Account Number is optional.

The prime consideration when determining the number of Portfolios to create and the ID's to use for those Portfolios is the data organization desired on reports. The transaction records used in generating reports are limited to those in the Portfolios you specify; that specification may be a single Portfolio, a group of Portfolios, ALL Portfolios or, through use of the asterisk, a group identified as having the same first or last character, e.g. J** or **4 or other common characters, e.g. *DN, *D*, D*N, etc. A group of Portfolios may also be assigned a Portfolio Group name to simplify identification of that group. Portfolios can be renamed and deleted and holdings can be transferred between Portfolios.

Transactions may be given different Sub numbers to provide for sub-division within a Portfolio. Since both the open and close sides of a position are carried on the same record, records need not and should not be given different Sub numbers, simply to identify separate acquisitions.

The portfolio name and Account Number associated with a portfolio identifier is obtained from the Portfolio ID record; this record is essential for proper Program operation.

 

 


Security Identification

All securities or other holdings must be assigned a unique Symbol and a Security Name on a Security File record. When adding, changing or deleting Transaction Data records or defining report parameters, security identification is required. The security’s CUSIP number may be entered for the security also. All Symbols are recorded by the Program in upper case, even if entered in lower case.

A Security may be selected either by entering the Symbol or the CUSIP number or by selecting it from the Security drop-down list. Securities are initially listed in Symbol order in the drop-down list; they may be listed in Security Name or CUSIP Number order by selecting the Name or CUSIP option button. The last listing order selected is remembered and used as the default listing order.

 

 


Shortcuts

Ctrl + A - Data Entry Transaction: Add Screen

Ctrl + C - Data Entry Transaction: Change, Delete Screen

Ctrl + L - Data Entry Transaction: Sell, Close Screen

Ctrl + B - Backup Database

Ctrl + D - Download Prices

Ctrl + I - Import Prices

Ctrl + R - Portfolio Rate of Return Report

Ctrl + S - Portfolio Status Report

 

 


Site Map

The Site Map is a complete outline of all Portfolio Analyzer menu functions. Clicking on a function name will cause the Site Map to close and the function to activate.

The Site Map is obtained by clicking ‘Help’ on the Main Menu and then clicking ‘Site Map’.

 

 


Portfolio Analyzer Main Menu

The size and shape of the Main Menu may be altered by dragging the sides. The location and size of the Main Menu when Portfolio Analyzer is launched is the same as it was when the program was last closed.

 

 


File

Create New Transaction Database - Selecting the New Transaction Database function under the Main Menu File selection generates an initialized, but empty, database temporarily named "{tmp}.mdb". Portfolio ID and Transaction records may then be added to this new file. Use the Save Transaction Database As function under the Main Menu File selection to assign a permanent filename to the file. If the new database has not been assigned a permanent filename when exiting Portfolio Analyzer or when opening a different database, you are given the choice of either assigning it a filename or discarding the new database. 

Open Transaction Database - Open an existing Transaction Database.

Save Transaction Database As - Save the current Transaction Database as a new or existing named Database. It is not necessary to save the current database since all changes and additions are saved as they are entered.

Export - Export the contents of the selected Item(s) to an ASCII file.

Import

    Import Portfolio ID and Portfolio Activity data from an Easy ROR or Easy ROR Pro database into the Current Transaction Database.

    Import Security data into the Security Database.

Undo Easy ROR Import - The main use of this function is to delete duplicate Portfolio Data records which were mistakenly added to the database by importing data from an Easy ROR database file from which data had already been imported. Since the Portfolio Analyzer database does not allow a Portfolio to have more than one Portfolio Balance record for a given day, importing data from a file from which data had previously been imported results in duplicate records of all types except Balance records. Since duplicate Balance records are not created, the Undo function does not delete Balance records.

Backup Database - Select the names of the files to be backed up from the Database list. Hold down the Shift or Ctrl key while selecting files to select multiple files.

Select the drive on which the files are to be copied from the Target Drive drop-down list. Select the directory (folder) in which the files are to be copied from the Target Directory list. Click OK to cause the selected files to be copied to the selected directory on the selected drive.

To copy files to a CD you must use Windows Explorer or your CD burning software.

Restore Database - Select the drive on which the Backup files are located from the Backup Drive drop-down list. Select the directory in which the Backup files are located from the from the Backup Directory list. Select the names of the files to be restored from the Database list. Hold down the Shift or Ctrl key while selecting files to select multiple files. Similarly select the drive and directory to which the backed-up files are to be copied. Click OK to cause the selected files to be copied to the selected directory.

Copy selected data files from the Backup Directory and Drive to the directory in which Portfolio Analyzer is installed.

Make Anonymous Database - Make a duplicate copy of a selected Transaction database file which is identical to the original except that the Account Number, Address, Phone Number Taxpayer ID and Memo fields on the Portfolio records are blanked and the Portfolio ID is assigned as the Portfolio Name.

Load Sample Data - Opens and loads the Sample Databases as the Current Security Database and Current Transaction Database.

Repair Database - A database can become corrupted if the program is closed unintentionally during a data entry operation due to a power outage or computer hardware problem. This function attempts to repair the Transaction and Security databases.

Exit - Exit the program.

Databases - Transaction databases opened in the current session are listed. Clicking on a listed database has the same effect as selecting that database using the File>Open Transaction Database function.

 

 


Import Security Record Data

Security data may be imported from comma delimited text files whose content layout description has been defined. Security data for positions held in a Charles Schwab brokerage account also may be imported from an export file generated from a Schwab Positions report. Data imported from a Schwab export file pertains to a single Portfolio; data in a user defined file may pertain to multiple Portfolios.

Schwab Data File
User Defined Data File

 

 


Import Security Record Data from Schwab Data File

Before importing Schwab security records you must first export those records from the Schwab.com Positions report. To create the necessary import file, login to your Schwab Positions page at schwab.com, select the desired Account and click Export’ (at the top of the report to the right of the ‘Positions’ title). Select ‘Save to Disk’, click ‘OK’ and assign a name to the export file. The file name can be anything but must have the extension ‘.csv’. For example, you could use a name including the Portfolio ID such as ‘RSsec.csv’. The file may be saved into any folder but saving it into the folder in which Investor’s Account is installed is suggested.

To import security record data previously exported from a Schwab Positions report select, select File>Import>Security Records>Schwab, select the previously saved Schwab security export file from the ‘Select Import File’ window and click ‘Open’ to start the import.

 

 


Import Security Record Data from User Defined Data File

Import
The File>Import>Security Records>User Defined>Import function is used to import security records from a data file whose description has been defined using the ‘Setup’ function. The import file must be a comma delimited text file with an extension of ‘.csv’.

Setup
The File>Import> Security Records>User Defined>Setup function is used to create, edit or delete Import Description files. After first creating a File Description it is essential that you test the description to confirm that the description is accurate.

Each record in a user defined security import file must contain Security Symbol and Security Type fields as indicated on the Security Import File Description screen. The Security Type codes must be those used by the Portfolio Analyzer.

Click the 'New' button to clear the File Description name to allow entry of a new name. Click 'Save' to save the current file description values and File Description name.

The Datafile Name is the name of security data file to be imported. This is the default file name which will opened when you click ‘Test’ and when you select File>Import>Security Records>User Defined>Import. This field entry is optional.

The Datafile Path is the path to the security data file to be imported. This is the default data file path which will be assumed when you click ‘Test’ and when you select File>Import>Security Records>User Defined>Import. If field is left blank, path is assumed to be folder in which Portfolio Analyzer is loaded. This field entry is optional.

The Comment field entry is optional.

The Number of Record Fields entry is the number of data fields in each import file record.

The Position entry values are the position in a security file import record in which the data field is located. The left-most data field is position ‘1’.

Click the 'Test' button to open ‘Select Import File’ window which lists all .csv files in the ‘Datafile Path’. If the desired file is in a different folder, select the correct path in the ‘Look in’ box.  Select the desired import file and click ‘Open’ to inspect that file. 

After clicking ‘Test’ and opening an import file, the first record on the file is displayed at the bottom of the window and the field contents, as identified by the ‘Position’ values, are displayed in the ‘Field Value’ column. The record displayed wraps to multiple lines if it is too long to fit in the File Description window. Dragging the window wider will reduce the wrap effect. Click ‘Next’ to display and interpret the next record.

 

 


Data Entry

Transaction Data
Security Data
Portfolio Data
Name / Address Data

You can also reference Getting Started.

 

 


Transaction Data

Description
Data Definitions

Add
Change / Delete
Sell / Close
Transfer Shares
Exercise Option / Warrant
Global Distribution
Global Stock Spin-Off
Global Stock Split
Global Merger
Conversion
Divide Transaction
Tag Qualified Dividends
Tag Capital Gains

 

 


Transaction Data

The Data file contains records of all transactions such as stock purchases, dividends, interest, stock splits, options bought or sold, etc; it also may contain Program-generated and user-created memo records. The records contain both user-entered and program-generated data. A Transaction Data record must be created for every opening transaction, such as a direct purchase, a short sale or a mutual fund dividend reinvestment and for each cash distribution. When a position is closed, e.g. by selling stock you own or purchasing stock to close a short position, the closing transaction information is entered on the same Transaction Data record that contains the opening transaction information for the position. When using the Transaction-Change or Transaction-Delete function to view a closed transaction, data relating to the opening of a position such as the purchase of stock shares is displayed to the left of the data relating to closing of the position, such as sales data for those shares. Short sales data is recorded on the left side as an opening position and the closing of that position is recorded on the right side. The Program maintains on each acquisition record the tax cost basis and the accumulated income attributed to the quantity (shares) covered by that record.

The program determines the quantity of a security owned on a given day as the sum of all quantity-type Transaction File records (Type Buy, Dividend/Reinvested, etc.) which are ‘open’ on that day. For ‘Liquid-Cash’ securities, the balance on a given day is the sum of all positive type Transaction File records (Buy, Deposit and positive Transfer) less the sum of all negative Transfer type records as of that day. ‘Liquid-Cash’ records are not closed.

 

 


Transaction Data Definitions

Identifying Information

Portfolio ID - up to 3 characters
Symbol - the symbol for the security, up to 9 upper case characters
Sub - numeric, from 1-99, default value is 1

The Sub is an optional identification number (the default value is 1) for distinguishing between various holdings of the same security within a Portfolio. Sub numbers may be used for special situations but need not be used simply to identify separate acquisitions. It is not necessary to use Sub numbers to identify tax lots since each Portfolio Analyzer transaction record contains both opening and closing data. When recording the sale of a holding, you are required to identify the transaction(s) that has been closed.

Transaction Type - Some of the remaining items are dependent on both the type of the security and the transaction type entered for the transaction.

Distribution Types - A Distribution Types entry is required for some Transaction Types.

For Interest on Bonds, Munis, Treasuries:

Cash Received
Accrued
Imputed
Amortized Bond Premium-Expense
Amortized Bond Premium-Interest
OID Adjustment

For Dividends and other distributions, Return of Capital, and Fees.

Cash Received
Reinvested shares
Imputed
Dividend not actually received but reportable as taxable income. This value is included as a dividend on the Dividend Tax Report but is not added to transaction income fields or considered as income in other program functions.
Foreign tax
Tax that is withheld and reportable as a taxable dividend is included as a dividend on the Dividend Tax Report but is not added to transaction income fields or considered as income in other program functions.

Income - Accumulated income attributable to shares/units covered by the record.

Income included is that recorded as distributions (interest, dividends, or capital gains but not return of capital or imputed interest/income), other income and expense. Amounts on expense transactions are treated as "negative income". Accrued interest, paid or received, when a bond is purchased or sold between interest payment dates is also included in the Income field. Income values are automatically calculated by the Program but can be entered and edited by the User. The income value appears on the Total Return Report as a component of the transaction performance measurement.

Basis - Cost basis value

Cost basis is the original price plus commission per share plus the effect of subsequent Adjust Basis records. For mutual funds for which the average cost method has been selected, the cost basis is the average cost (Single-Category method) adjusted for return of capital. The basis value is automatically calculated by the program when adding a new record and is recalculated in the Change Mode, and the User has the option of accepting or rejecting the new calculation. The Basis may also be manually edited. The Main Menu Utility menu includes a function which can be used to recalculate the Basis value on all records in a holding.

OPEN/BUY INFORMATION

Transaction Date - The default is the last date entered.

For Liquid-Cash dividend or interest transactions the Transaction Date is the date up to which the interest was earned, i.e. if the interest was earned on deposits open to September 27 (through September 26), the correct Transaction Date is September 27; the correct Record Date is also September 27.

For Liquid-Cash Transfer records the Transaction Date is the Settlement Date of the transaction that generated the cash flow. The Transaction Date of the "generating" transaction is maintained on the Transfer record as the Origination Date.

Quantity - Number of shares.

Price - Price per unit/share.

For futures and options the Program determines the Total Amount as the Quantity times the Price times the Contract Size as obtained from the Security File record. The price entered may be based on any form of units as long as you are consistent in the use of those units for all entries for a given security. Assure that the appropriate price is entered to cause the Total Amount to be correctly calculated.

Commission - to 2 decimals.

S.E.C. Fee - to 2 decimals.

Total Amount - Total value of the transaction plus fees to 2 decimals.

This is calculated as the price times the quantity plus or minus the commission and S.E.C fee. For calls, futures and puts, the total amount is calculated as the price times the quantity times the contract size and plus (or minus) the Commission and S.E.C fee. The commission and S.E.C fee are subtracted when calculating the total amount for a Short Sale or option write. The total amount value may be overridden, if necessary, to cause it to agree with dividend report, brokerage statement, etc.

Federal Tax Code - Indicates federal tax liability:

Y Gains and Earnings exempt (e.g. an IRA)
E Earnings only exempt (e.g. municipal bonds)
N Not exempt
A return of capital, even though tax exempt, must be coded as not exempt to cause it to be included as a dividend on the Dividend Report where it is shown as both a dividend and a return of capital. That report is formatted as an attachment to IRS Form 1040, Schedule B.

Care must be taken to enter the correct Tax Codes on all records to assure proper treatment on the tax reports. A Global Edit function enables changing tax codes for an entire holding.

When a transaction is manually recorded the Federal and State Tax Codes on the record are upper case characters. When a Stock Split or Merge is recorded, the program duplicates some records and places lower case Federal and State Tax Codes on some records.

State Tax Code - Indicates state tax liability:

Y Gains and Earnings exempt (e.g. an IRA)
E Earnings only exempt (e.g. treasury issues)
N Not exempt, or for municipal bond mutual funds, partially exempt; see discussion of State Tax Exempt.

Estimated Tax, Earnings

For each income transaction, i.e. dividend, interest, or capital gain distribution, the Program determines the estimated combined federal and state income tax based on the Portfolio's income tax rate. The program-calculated estimated tax value is used only in after-tax security and portfolio rate of return calculations.

Distribution Record Date - The Record Date of a distribution.

When income transactions are recorded the income amount is proportionately added to the Income fields of records that were open on the Distribution Record Date.

Origination Date - On Liquid-Cash Transfer records

The Transaction Date on a transfer record is the date the funds were deposited/withdrawn. The Origination Date is the Transaction Date of the buy or sell transaction which generated the transfer. When determining a portfolio's status on a date between the Origination and the Transaction Dates on a Transfer record, the effective date of the Transfer is considered to be the Origination Date rather than the Transaction Date.

For Bonds:

Accrued Interest

The Program creates an accrued interest record for accrued interest paid when purchasing a bond between interest payment dates. The amount will be recorded on the record as a negative value and is included in Income Field of the buy record. The default Next Interest Payment Date is determined by the Program from the Interest Date and Frequency items entered in the Security File for the bond. This date is used as the Transaction Date on the Program-generated Accrued Interest record.

Yield %

When a dividend or interest is recorded for a liquid-cash holding, the Yield amount is calculated as the interest rate in effect since the last dividend/interest entry recorded for the holding which would result in the dividend or interest amount.

Dist. per Share

Distribution per share represented by a distribution recorded for a non-liquid-cash security.

Transfer Symbol

On a liquid-cash Transfer record, this is the symbol of the security which generated the transfer of funds.

CLOSE INFORMATION

Method - Determines selection of shares to be sold

FIFO - First In/First Out or shares acquired first will be closed first.
Specific Identification. - Shares sold are those covered by Transaction File records selected by the user.
Average cost - Uses Single-Category Method and selects records to sell on a first in, first out basis.

Close Date - The date on which the closing transaction occurred.

The default is the current date or the last entered Close Date.

Quantity - Number of shares sold, short shares covered, option positions closed, etc.

The default value is the total quantity open in the holding on the Close Date entered.

Price - see opening position price.

Commission - to 2 decimals. S.E.C. Fee- to 2 decimals.

Total Amount - Total value of the transaction net of fees to 2 decimals.

This is calculated as the price times the quantity minus or plus the commission and S.E.C fee. For calls, futures and puts, the total amount is calculated as the price times the quantity times the contract size and plus (or minus) the Commission and S.E.C fee. The commission and S.E.C fee are added when calculating the total amount for a Short Sale or option write. The total amount value may be overridden, if necessary, to cause it to agree with dividend report, brokerage statement, etc.

Estimated Capital Gains Tax - The estimated combined federal and state capital gains tax (or tax credit if a loss) based on the capital gain holding period, the Portfolio's tax rates, and the transaction record Tax Code entries.

Accrued Interest - The amount and date of accrued interest received when selling a bond between interest payment dates.

The Program creates an accrued interest record with the accrued interest as a positive value and the amount is included in the income field of the buy record.

Merge Memo Record - Created by the Program when Global Merger is used, one record for the merged company, and one record for the new company.

The records contain the symbols and prices of the merged and new companies, merger date, cash received for fractional share (if any), merger ratio, and number of shares before and after the merger. The record can be created manually but will not cause transaction records to be generated or adjusted.

Split Memo Record - Created by the Program when Global Split is used

The record contains the closing price on the date of the split, split date, cash received for fractional share (if any), split ratio, and number of shares before and after the split. The record can be created manually but will not cause transaction records to be generated or adjusted.

Conversion Memo Record - Created by the Program when Conversion is used

The record contains the period covered by the conversion and the ratio of shares received for those converted. The record can be created manually but will not cause transaction records to be generated or adjusted.

The Merge, Conversion, and Split Memo Records are more than just "memo" records as they are used to reconstruct the value of a holding on a date prior to the current date.

Predecessor Symbol, Successor Symbol - Placed on records involved in a Conversion, Merge, or Spin-Off.

 

 


Special Transaction and Tax Codes

When a Stock Split of Merge is recoded, the Program creates a new duplicate record for each open acquisition type record, i.e. records of buy transactions and dividends which were reinvested into shares. The new records carry the new quantity and price values and, for mergers, they carry the new Security Name and Symbol. The Transaction Codes and/or Tax Codes on certain new and pre-Split or pre-Merger records are lower-case for Program operation purposes. Pre Split and pre-merger closed records and Cash Dividends are not affected by a Split or Merger.

The list below indicates the case of these codes as Upper or Lower.

            Transaction Type                    Transaction Code Case             Tax Code Case

            Pre-Split Records
            Buy, Short, Write                                   Lower                                   Lower
            Reinvested Distribution                           Lower                                   Lower

            Post-Split Records
            Buy, Short, Write                                   Upper                                   Upper
            Reinvested Distribution                           Upper                                   Upper

            Old Company Pre-Merger Records
            Buy, Short, Write                                   Lower                                   Lower
            Reinvested Distribution                           Lower                                   Upper

            New Company Pre-Merger Records
            Buy, Short, Write                                   Upper                                   Upper
            Reinvested Distribution                           Upper                                   Lower

Pre- and Post-Split records carry the same security Symbol and Name.  New Company Pre-Merger records carry the security Symbol and Name of the surviving or acquiring company.

 

 


Distribution Types

"Cash Received" - Interest or Dividend was received as cash.

"Reinvested Shares" - Interest or Dividend was received in shares.

"Accrued"- Accrued interest is paid when a bond (Security Types "Bond", "Muni Bond", "Treas. Issue" and "Zero") is purchased between interest dates or received when such a bond is sold between interest dates. An "Interest-Accrued" record is automatically created by the Program when a bond purchase involving accrued interest is recorded; the "Amount" value on the record is negative since the interest was paid and the transaction date of the record is the "Next Int. Pmt. Date" entry.

A similar record is created when a bond sale involving accrued interest is recorded; the "Amount" value is positive since the interest was received and the transaction date of the record is the "Close Date" entry. If the Sale Date is earlier than the "Next Int. Pmt. Date" the date on the automatically created "Interest-Accrued" record must be changed to the Sale Date.

The "Interest-Accrued" amount appears as Accrued Interest on the Interest Tax Report and is also included in the Income field of the bond acquisition record.

"Imputed" - Use "Imputed" to record taxable imputed interest attributed to a long-term debt instrument having an original issue discount such as STRIPS, zero-coupon bonds, etc. This value is included as Interest on the Interest Tax Report. An "Adjust Basis" record is automatically created by the Program when an "Imputed" Distribution record is created. The "Adjust Basis" record increases the cost basis of the bond by the amount of the imputed interest. Amounts reported on the Form 1099-OID should be entered as an "Imputed" Distribution.

"Amortized Bond Premium-Exp." - Use this Distribution Type to record amortized bond premium which is treated as an expense. This interest is not included on the Interest Tax Report but the equivalent tax effect is included in the Tax field of the Transaction record. An "Adjust Basis" record is automatically created when an "Amortized Bond Premium-Exp." record is created; this reduces the bond's basis by the amount of the amortized bond premium.

"Amortized Bond Premium-Int." - Use this Distribution Type to record amortized bond premium which is treated as a reduction of taxable interest on the same bond during the same tax year. This interest is included on the Interest Tax Report as an "Other Adjustment". An "Adjust Basis" record is automatically created when an "Amortized Bond Premium-Int." record is created; this reduces the bond's basis by the amount of the amortized bond premium.

"OID Adjustment" - Use this Distribution Type to record the OID Adjustment reported on your tax return to account for the difference between the value reported on the Form 1099-OID and the correct amount. The value is included as an "Other Adjustment" on the Interest Tax Report. An "Adjust Basis" record is automatically created when an "OID Adjustment" record is created; this changes the bond's basis by the amount of the imputed interest, up if positive and down if negative.

"Foreign Tax" - This type is used to record taxable dividends which were withheld to pay foreign taxes. The value is included as interest on the Interest Tax Report but is not added to transaction Income fields or considered as income in other Program functions.

 

 


Add a Transaction Data Record

By choosing "Data Entry" from the Main Menu, then "Transactions", and then "Add", you can directly create Transaction Data records. Choose the affected Portfolio ID, Security, and Sub and then click the "Add" Button. If you enter an ID in the Portfolio ID box or a Symbol in the Security Symbol box that does not exist, you will be prompted to add it. Only securities coded as active are available in the Transaction Add function.

Transaction Data records are also created through use of the Global Distribution routine and, in some circumstances, by the Program automatically in response to creation of certain records.

Creation of certain Transaction Data records causes the values in the Income and Basis fields of other records to be automatically updated (see discussion of Adjust Basis, Interest, and Return of Capital in Transaction Types.

When transactions are entered which result in a change in the total quantity owned, the new quantity is displayed on the screen. If the record being created covers a position which has been closed, such as recording the purchase of stock which has since been sold, after entering the Opening data, Closing data may be entered by selecting "Sell / Close" under "Transactions".

Based on the type of transaction entered, you will be prompted by pull down boxes for information necessary for completing the record entry.

The Program is able to handle many types of ‘assets’ although some may require some innovation. A rental property would likely be given a Security Type of ‘Real Estate’ and its purchase could recorded with a ‘Buy’ transaction; the ‘Quantity’ would be ‘1’ and the ‘Price’ would be the purchase price. Rent receipts could be recorded with ‘Other Income’ transactions, capital improvements could be recorded with ‘Other Investment’ transactions and expenses could be recorded with ‘Expense’ or ‘Other Expense’ transactions. If the property is burdened with a mortgage, the mortgage could be recorded with a positive ‘Debt’ transaction, principal payments against the mortgage could be recorded with negative ‘Debt’ transactions and interest payments could be recorded with ‘Expense’ or ‘Other Expense’ transactions. A mortgage you own would probably be set up as either an ‘Illiquid Cash’ or a ‘Bond’ security. A ‘Buy’ transaction would be used to establish the initial amount of the asset; the ‘Quantity’ amount would be the initial value of the mortgage and the ‘Price’ value would be ‘1’. The Data Entry>Transactions>Sell/Close function would be used to record payments against principal; as with the ‘Buy’ transaction, the ‘Quantity’ amount would be the principal payment amount and the ‘Price’ value would be ‘1’. ‘Interest’ transactions would be used to record interest payments received.

See Transaction Data Definitions for additional information.

Upon recording a transaction which resulted in either the receipt or payment of cash the ‘Transfer’ window will be displayed so you can record the source of funds paid or the disposition of funds received.

 

 


Transaction Types

"Adjust Basis" - These are records which indicate that the basis values (but not the original cost) on open records of the same and earlier date have been adjusted. They are created automatically when a spin-off, return of capital, imputed interest, OID adjustment or amortized bond premium is recorded and can also be created manually in the Add mode. When this record is created automatically (or manually, if elected), the price on the record is added to the cost basis of all open transactions of earlier date; a negative price is subtracted from the basis values. If the Adjust Basis record results from using the Global Spin-Off function, the Adjust Basis value is a ‘percent change’ rather than a ‘dollars per share’. If an Adjust Basis record is edited or deleted the cost basis value on each of the affected records must be corrected; see "Utility", then Recalculate Cost Basis, to recalculate the basis values.

"Buy" - Use to record purchase of most holdings.

"Debt" - Use to record a debt. Debt amount, a positive value on the Debt record, is subtracted from holding value on reports.

"Deposit" - Use to record a deposit to "Cash-Liquid" holdings.

"Depreciation" - Use to record depreciation on "Real Estate" type holdings. When this type record is created, the Program also creates an "Adjust Basis" record to cause the basis of the holding to be reduced by the amount of the "Depreciation" record. Unless the Tax Codes on a "Depreciation" record are set to "Yes", depreciation is carried as an "Expense" on the Tax Liability Report.

"Dividend" - Use to record a dividend. Requires further identification of the Dividend Type, either Cash Received, Reinvested Shares, Imputed, or Foreign Tax. Use "Cash Received" to indicate that a dividend was received as cash. Use "Reinvested Shares" if shares were received through reinvestment. Use "Foreign Tax" when recording a taxable dividend that was withheld to pay foreign taxes. Use "Imputed" when recording other taxable dividends that were not actually received in either cash or shares. A stock dividend should not be recorded as a Dividend but rather should be recorded by using the Stock Split function; cash received in lieu of a fractional share associated with a stock dividend should be recorded as a "Dividend"-"Cash" transaction. When recording a dividend having a Transaction Date after December 31, 2003, you can specify that the dividend is a ‘Qualified Dividend’.

"Expense" - Use to record cash expenses associated with an investment, such as Real Estate expenses. It is also appropriate for recording payments made in lieu of dividends while maintaining short positions or to record payment of margin interest. Unless the Tax Codes on an "Expense" record are set to "Yes", the record amount is carried as an "Expense" on the Tax Liability Report.

"Exercise Option" - "Exercise Option" records are memo records created automatically (in addition to other records) when the Exercise Option routing under Transaction File Maintenance is used to report that an option (put, call or warrant) has been exercised. Exercise Option records cannot be user-generated; they are only Program-generated.

"Fee Memo" - Use to record fees such as annual IRA maintenance fees charged by some institutions. Requires Distribution Type selection of either "Cash Received" or "Reinvested Shares" to report that fee was paid in either Cash or by liquidation of Shares. Fee-Memo records have no effect on any report. If Fee is paid by redeeming shares, you must also use the "Sell /Close" function to record the shares redeemed.

"Interest" - Use to record interest. All interest values are user-entered; the Program does not calculate these values from Security Data interest values. If interest is attributed to "Bond", "Muni Bond", "Treas Issue" or "Zero" type holdings, further identification is required of the Distribution Type.

"Long Term Distribution" - Use to record distribution which receives long-term capital gain tax treatment. Requires identification of the Distribution Type, as either Cash Received, Reinvested Shares, Imputed, or Foreign Tax. Amounts are included on the Dividend Tax Report in both the Dividend and Capital Gains Distribution columns and are also included in the Long Term Distributions value on the Capital Gains Tax Report.

"Merge/Conversion Memo" - Memo records for both the old and new companies are created when a stock merger is recorded using "Data Entry", "Transactions", "Global Merger". These records include the Symbols of both companies, the merge record date, nominal merge ratio, the number of "old company" shares merged and the number of "new company" shares received. The "old company" record also includes the "old company" final share price; the "new company" record includes the "new company" initial share price.

"Mid Term Distribution" - Use to record distribution which receives mid-term capital gain tax treatment. Program treatment of this transaction is similar to that of Long-Term Distribution transactions.

"Note/Comment" - Use to record a comment.

"Other Income" - Use to record miscellaneous income generated by an investment, such as income generated by "Real Estate" Type holdings or substitute dividend payments received on securities transferred by a broker for use in a short sale. Unless the Tax Codes on an "Other Income" record are set to "Yes", the record amount is carried as an "Income" on the Tax Liability Report.

"Other Investment" - Use to record miscellaneous capital expenditures associated with an investment, generally "Real Estate" type holdings. When an "Other Investment" record is created, the Program automatically also creates an "Adjust Basis" record to cause the basis of the holding to be increased by the amount of the "Other Investment" record.

"Return of Capital" - Use to record return of capital distribution. Requires identification of the Distribution Type, as either Cash Received, Reinvested Shares, Imputed, or Foreign Tax. Return of Capital is displayed on Dividends Tax Report in the "Return of Capital" column; it is not included in the "Ordinary Dividend" column. When a return of capital is recorded, whether through the Global Distribution or Transaction Add mode, the Program creates not only a Return of Capital record but also an Adjust Basis record which, in turn, adjusts the cost basis of all open transactions of the holding of earlier date. If the return of capital is recorded in the Global Distribution mode, these records are created for each affected portfolio and program generated adjustments are made to the cost basis of the appropriate transactions.

Use "Change" to correct errors on a Return of Capital record. If the related Adjust Basis record is also in error the cost basis of all open transactions of that holding must also be corrected; use "Utility", then "Recalculate Cost Basis", to recalculate the basis values.

"Short Term Distribution" - Use to record distribution which receives short-term capital gain tax treatment. Must be further identified with a Distribution Type. These amounts are included as "gains" on the Short Term Capital Gains Report. If short-term capital gains distributions are actually treated as ordinary dividends for tax purposes, i.e. listed as a Dividend distribution on the Form 1099-DIV, enter such distributions as Dividend transactions.

"Short Sale" - Use to record a short sale, i.e. opening a short position. This record should not be used to record the sale of a holding; instead use the "Sell/Close" to enter closing data on the affected record.

"Spin-Off Memo" - A Spin-Off Memo record for data for both the parent and spun-off company is created when a spin-off is recorded. A Spin-Off Memo record can also be created from the Add mode.

"Split Memo" - A Split-record is created when a stock split is recorded in either the "Data Entry", "Transactions", "Global Stock Split". A Memo Transaction record can also be created from the Add mode.

"Taxable Withdrawal" - Use to record a taxable distribution from a tax-deferred portfolio. These records are used when creating a Tax Liability Report and when using the Transaction Listing to list ‘Taxable Withdrawal’ records. When recording a taxable withdrawal from a Liquid Cash holding, the Program will create both a negative Transfer record to indicate removal of money from the holding and also a Taxable Withdrawal to indicate that the removal was a taxable event.

"Transfer"- Transaction File Transfer-type records document the transfer of funds into or out of a Liquid Cash holding. Such records are automatically created by the Program if, after recording either the receipt of income (e.g. income resulting from a cash dividend or sale of a holding) or the payment of funds (e.g. a payment covering the cost of an investment) you select in the Transfer window either "Inside Portfolio" to indicate that the funds remained in or came from within the Portfolio or select "Different Portfolio" to indicate the fund source/destination was a Liquid Cash account in a different portfolio. After either selection you select the Symbol of the transfer account Liquid Cash holding involved.

The Transfer Date is the settlement date of the responsible transaction and is the Transaction Date of the Transfer record. The Audit Symbol entry is the Symbol of the security involved in the responsible transaction. The Transaction Date of the responsible transaction is recorded on the Transfer record as the Origination Date. When the Program calculates the value (or Status) of a Liquid Cash holding, the Origination Date, rather than the Transaction Date is considered to be the effective date of Transfer records.

"Utility Reinvestment" - Use to record tax-deferred utility dividends which were reinvested into utility shares of qualified public utilities as permitted by an IRS Program which expired in 1985. The tax basis of these Utility Reinvestment shares when sold is zero.

"Write"- Used to record sale (as an opening position) of an option..

 

 


Distribution Types

"Cash Received" - Interest or Dividend was received as cash.

"Reinvested Shares" - Interest or Dividend was received in shares.

"Accrued" - Accrued interest is paid when a bond (Security Types "Bond", "Muni Bond", "Treas. Issue" and "Zero") is purchased between interest dates or received when such a bond is sold between interest dates. An "Interest-Accrued" record is automatically created by the Program when a bond purchase involving accrued interest is recorded; the "Amount" value on the record is negative since the interest was paid and the transaction date of the record is the "Next Int. Pmt. Date" entry.

A similar record is created when a bond sale involving accrued interest is recorded; the "Amount" value is positive since the interest was received and the transaction date of the record is the "Close Date" entry. If the Sale Date is earlier than the "Next Int. Pmt. Date" the date on the automatically created "Interest-Accrued" record must be changed to the Sale Date.

The "Interest-Accrued" amount appears as Accrued Interest on the Interest Tax Report and is also included in the Income field of the bond acquisition record.

"Imputed" - Use "Imputed" to record taxable imputed interest attributed to a long-term debt instrument having an original issue discount such as STRIPS, zero-coupon bonds, etc. This value is included as Interest on the Interest Tax Report. An "Adjust Basis" record is automatically created by the Program when an "Imputed" Distribution record is created. The "Adjust Basis" record increases the cost basis of the bond by the amount of the imputed interest. Amounts reported on the Form 1099-OID should be entered as an "Imputed" Distribution.

"Amortized Bond Premium-Exp." - Use this Distribution Type to record amortized bond premium which is treated as an expense. This interest is not included on the Interest Tax Report but the equivalent tax effect is included in the Tax field of the Transaction record. An "Adjust Basis" record is automatically created when an "Amortized Bond Premium-Exp." record is created; this reduces the bond's basis by the amount of the amortized bond premium.

"Amortized Bond Premium-Int." - Use this Distribution Type to record amortized bond premium which is treated as a reduction of taxable interest on the same bond during the same tax year. This interest is included on the Interest Tax Report as an "Other Adjustment". An "Adjust Basis" record is automatically created when an "Amortized Bond Premium-Int." record is created; this reduces the bond's basis by the amount of the amortized bond premium.

"OID Adjustment" - Use this Distribution Type to record the OID Adjustment reported on your tax return to account for the difference between the value reported on the Form 1099-OID and the correct amount. The value is included as an "Other Adjustment" on the Interest Tax Report. An "Adjust Basis" record is automatically created when an "OID Adjustment" record is created; this changes the bond's basis by the amount of the imputed interest, up if positive and down if negative.

"Foreign Tax" - This type is used to record taxable dividends which were withheld to pay foreign taxes. The value is included as interest on the Interest Tax Report but is not added to transaction Income fields or considered as income in other Program functions.

 

 


Recalculate Cost Basis

Use this utility to cause the Program to recalculate the Basis value of acquisition type transactions for specified Portfolio and/or Securities. Unless Adjust Basis records have been created, either manually or automatically, the basis is calculated as the Total Amount value of a transaction divided by the Quantity covered by the transaction. If Adjust Basis records have been generated, the basis value on a transaction record includes the effect of the amount of the subsequent Adjust Basis records.

Since the Total Amount value is rounded off to two decimals, recalculating Basis/share by dividing the Total Amount value by the Quantity value will result in a Basis/share value slightly different from the value initially on the record if the Quantity value is not an integer and/or the Price value contains more than two decimals. For example a Quantity of 5.678 times a Price of 3.456 results in a Total Amount of 19.62, rounded off to two decimals. Recalculating the Basis by dividing 19.62 by 5.678 results in a Basis of 3.455442 rather than 3.456000. Although both values are ‘correct’ they are different.

If values which determine the cost basis of an acquisition are changed, this utility may be used to recalculate the Basis value.

 

 


Change or Delete Transaction Data Record

By choosing "Data Entry" from the Main Menu, then "Transactions", and then "Change/ Delete", you can directly edit, or delete Transaction Data records. Choose the affected Portfolio ID, and Security, and then pick from the Buttons, "Change", or "Delete". Only securities coded as active and ever owned by the portfolio entered will be available in the Symbol Box.

A screen will be shown listing all the records for the selected Portfolio, Security and Sub number. Click on a record to cause it to be displayed so you can "Change" or "Delete" it. If only one record exists for the selected Portfolio, Security and Sub number, it is displayed upon clicking "Change" or "Delete".

Transaction Types values are shown in "lowercase" for Pre-Split or Pre-Merger records in the listing, otherwise they are in "uppercase".

 

 


Transaction Sell / Close

The closing of a long position (something you own) is a sale and generates cash whereas closing of a short position requires cash. The Sell/Close function is used to record the sale/closing of holdings. Only symbols for open holdings for the portfolio selected will be available.

When recording a sale of less than all of a holding and there is more than one open transaction, you must select the method to be used to determine the transactions to be closed.

The following information is necessary to Sell/Close a holding:

Portfolio ID, Security, Sub Number - Must be chosen.

Close Date - Date sold or closed.

Quantity - Entry of total amount to be sold may be equal to or less than the quantity owned. The default value is the quantity owned.

Price - Closing price may be entered as a decimal or fraction.

Commission - To 2 decimals.

S.E.C. Fee - To 2 decimals.

Total Amount - Calculated by Program as Quantity times Price and plus or minus commission and S.E.C. fee, to 2 decimals. The calculated amount can be overridden.

If a sale/closing involving less than all of a holding is being recorded and the position in the holding involves more than one transaction records, if specific identification is selected, the Program then displays each open transaction of that holding, beginning with one having the earliest date, for you to accept or reject as being included in the sale/closing. Sales data for the number of shares covered by the record is tentatively placed by the Program in the Close area of the displayed records. If the "Remaining to identify" quantity is less than the quantity covered by a record, that record is tentatively split into two records, one covering the "Remaining to identify" quantity and another the remainder. If FIFO is selected, the program automatically closes the earliest records.

If FIFO is selected as the closing method, open records, in date order are presented to be closed by clicking Accept or passed over by clicking Continue. The “Close Quantity” is set to the Open amount on the record but may be changed to a smaller value.

For certain type securities (Annuities, Cash-Illiquid and Exchange Rates), the Method selection is not provided. Instead a “Pause to select transactions to close” check box is used to indicate whether records are to be automatically closed in a first in first out manner or the individual selection method is to be used.

After identifying the records to be closed the Transfer screen will appear in which you will indicate the disposition of the funds received in the sale.

 


Transfer

Upon recording a transaction which involved either the payment or receipt of funds a window is displayed in which you first make a ‘Transfer Funds’ selection. Depending on the selection, the program will create either or both a Transaction File ‘Transfer’ type record in the designated Liquid Cash security or a Portfolio File ‘Deposit’ or ‘Withdrawal’ record or, if ‘No Transfer’ is selected, neither.

Outside Portfolio - If the transaction involved the use of funds from a source outside the portfolio, the Program will create a Portfolio ‘Deposit’ record to account for funds being added. If the transaction involved the receipt of funds which were not retained in the portfolio, the Program will create a Portfolio ‘Withdrawal’ record to account for funds. These ‘Deposit’ and ‘Withdrawal’ records are used when portfolio rate of return performance is calculated.

Inside Portfolio - If the funds involved in the transaction came from or were deposited in a ‘Liquid Cash’ account within the portfolio, select that ‘Liquid Cash’ security from the ‘Transfer Account Symbol’ list. If a ‘Transfer Symbol’ has been indicated on the Portfolio’s Portfolio ID record, that security will be the default ‘Transfer Account Symbol’ selection. The Program will create a ‘Transfer’ type Transaction record for that security. The ‘Total Amount’ value would be a negative value for transactions which require the payment of funds such as ‘Buys’ or closing Shorts or Writes and would be a positive value for transactions such as ‘Sales’ or receipt of Cash Dividends.

Different Portfolio - If the funds involved in the transaction came from or were deposited in a ‘Liquid Cash’ account within a different portfolio, select that Portfolio ID and then select the appropriate ‘Liquid Cash’ security from the ‘Transfer Account Symbol’ list. The Program will create three records. If the transaction involved the expenditure of funds, a Portfolio ‘Deposit’ record will be created for the original portfolio, a Portfolio ‘Withdrawal’ record will be created for the Transfer portfolio and a negative ‘Transfer’ type Transaction record will be created for the selected Transfer Account in the specified Sub Number of the Transfer portfolio. If the transaction involved the receipt of funds, a Portfolio ‘Withdrawal’ record will be created for the original portfolio, a Portfolio ‘Deposit’ record will be created for the Transfer portfolio and a positive ‘Transfer’ type Transaction record will be created for the selected Transfer Account in the specified Sub Number of the Transfer portfolio. If a ‘Transfer Symbol’ has been indicated on that Portfolio’s Portfolio ID record, that security will be the default ‘Transfer Account Symbol’ selection.

No Transfer - Select ‘No Transfer’ to prevent any transfer record from being automatically created. This choice would be made if you are re-entering a transaction which had been deleted. It might also be used if you are recording the exchange of one mutual fund for another in the same mutual fund family. This would be recorded by selling the first and then buying the other where the sale ‘amount’ and purchase ‘amount’ are equal. You may choose to not have the transfer records created because you have no liquid cash fund or you prefer to not have the counter-balancing records created since they would have no effect on any other calculation.

If the Security database contains no Liquid Cash type security, Outside Portfolio and No Transfer are the only choices available. If only one portfolio exists in the Current Transaction Database, the Different Portfolio choice is not available.

 

 


Transaction Sell/Close Method

If you are recording the sale of less than your total holding and there is more than one open transaction, select which ‘Method’ should be used in selecting the transactions to be closed.

"FIFO" - The Program closes the shares which were acquired first.  The basis of the shares is their original cost plus the values on subsequent Adjust Basis records.

"LIFO" - The Program closes the shares which were most recently acquired.  The basis of the shares is their original cost plus the values on subsequent Adjust Basis records.

“High Cost” - The Program closes the shares with the highest basis per share regardless of holding period.

“Low Cost” - The Program closes the shares with the lowest basis per share regardless of holding period.

"Specific Identification" - Shares closed are those covered by Transaction Data records selected by the user.  The basis of the shares is their original cost plus the values on subsequent Adjust Basis records.

"Average Cost" - The cost basis of all unsold shares in the specified Sub at the time of a sale is the total cost, adjusted for return of capital distributions, of those shares divided by the number of those shares.  The "single-category" method of determining average cost is used, i.e. the basis is the average cost of all unsold shares in the Sub, regardless of holding period.  The shares closed are those shares acquired first.  Once a sale using the Average Cost method is recorded for a particular mutual fund and Sub number, the Program requires that that method be used to determine the basis in all subsequent sales of that mutual fund in the specified Sub.  Although the "Average Cost" method may be selected when recording the sale of most securities, current U.S. tax law restricts its use to mutual funds.

WARNING - Assure yourself that the transaction selection method used is consistent with Internal Revenue Service requirements and that the transaction records selected are those actually closed by your broker.

 

 

 


Transfer Shares

This function is used to transfer records for a selected Security from one Portfolio ID to another. After entering the "from" and "to" Portfolio's and Sub's, you enter date, quantity, price, etc. If the "from" portfolio is a tax-deferred portfolio you must select the tax codes applicable.

You may select the records to be transferred, just as in a sale. These records will be closed and the estimated tax liability calculated. The memo field on the closed records will contain "transferred to" and the "to" Portfolio. The memo field of the records created for the "to" Portfolio will contain "transferred from" and the "from" Portfolio.

A withdrawal record for the total amount transferred will be created for the "from" Portfolio and a deposit record for the "To" Portfolio.

If either of the tax codes entered on the transfer shares screen is not "Y", then a taxable withdrawal record is created for the "from" Portfolio. The purpose of this record is to be included on the tax liability report.

If taking a taxable distribution from a liquid-cash account, enter a Taxable Withdrawal transaction. Do not use Transfer Shares.

 

 


Exercise Option/Warrant

Exercising warrants calls or puts results in either the purchase or sale of a security. After recording the exercising of an option, the Program changes the option record to an "Exercise" memo record and either creates a "Buy" record for the security acquired, creates a "Short Sale" record for securities sold short or closes the records of securities which were sold if the option was covered. The Price and Commission placed on the Close side of the option record are the Option exercise price and commission paid to exercise the Option.

Selecting the Portfolio and Option/Warrant causes a screen to be displayed on the open Options/Warrants are listed. Click the "No. to Exercise" cell, enter the number of options to exercise and press Enter to update the Quantity field above. Use the dropdown list in the Method frame to identify the method to be used to select the security transaction to be closed; the choices are FIFO, LIFO, High Cost, Low Cost and Specific ID.

Identify the security transaction(s) to be closed:

Click Accept to close a transaction, click Continue display a different transaction or click Cancel to cancel operation.

 

 


Exercise Option / Warrant Description

Recording the exercising of either all or part of uncovered puts you hold or uncovered calls you have written results in the generation of one or more transaction records. The original option transaction record is converted to a Transaction Exercise Option record for each option record selected to be exercised and if only a part of an option covered by a transaction record has been exercised, a new option transaction record is generated for the portion not exercised. In addition, a Transaction Short Sale record is generated for the stock sold short as a result of exercising the option(s). If you have exercised an uncovered put, the Price and Commission placed on the Open side of the security record are the Option exercise price less the put premium and the total of the commissions paid to both buy and exercise the Option. If an uncovered call has been exercised, the Price and Commission placed on the Open side of the security record are the total of the Option exercise price and premium and the total of the commissions paid to both write and exercise the Option.

Recording the exercising of either all or part of calls you hold or puts you have written also results in the generation of one or more transaction records. The original option transaction record is converted to a Transaction Exercise Option record for each option record selected to be exercised and if only a part of an option covered by a transaction record has been exercised, a new option transaction record is generated for the portion not exercised. In addition, a Transaction Buy record is generated for the stock/commodity purchased as a result of exercising the option(s); the Price on that record is the option exercise price and the commission is that charged when the option was exercised. If you have exercised a call, the Basis value on the record is the sum of the acquisition cost of the Option(s) and the exercise cost including commissions divided by the shares/units acquired. If a put has been exercised, the Basis value is the total of the exercise cost less the Option premium(s) plus commissions divided by the shares/units acquired.

Recording the exercising of warrants is the same as recording the exercising of calls you hold except that a provision is provided to record receipt of cash-in-lieu of a fractional share in the event that the conversion ratio results in a fractional share.

If the conversion ratio or exercise price is incorrect, it must be changed on the Security Data; they cannot be changed in the Exercise Option routine. If erroneous data is entered and recorded when reporting the exercising of an option or warrant, the resulting erroneous records must be either corrected or deleted using the Transaction Data Change Mode and/or Add Mode. Transaction Exercise Option records can only be deleted, not edited.

 

 


Global Distribution

Dividend or distribution data entered using the Global Distribution function is used by the Program to generate transaction records for that distribution for each Portfolio/Sub holding the stock, fund, etc. For distributions received as cash, either Transaction File transfer records for the Transfer Account or Portfolio File withdrawal records are also generated, as appropriate. For return of capital distributions, Adjust Basis transaction records are generated which cause the basis of open transactions to be appropriately adjusted. If the holding is held in two or more Subs within a portfolio, separate records are created for each Sub. In addition, income distributions are added (not optional) to the income fields of acquisition transactions which were open on the Record Date in those portfolios for which the automatically generated records are accepted.

Assure that all distribution entries are made correctly and that purchase, sale and distribution activity entries are made in strict chronological order. Calculations made by the Program in response to a Global Distribution entry are based on only those records in the database at the time of the Global Distribution entry. If purchase or sale activity which occurred prior to the date of the distribution is not recorded until after entry of the distribution, all distribution calculations made by the Program will be incorrect.

If the Distribution Date is entered incorrectly, the date on the automatically generated records is incorrect. If the Record Date is entered incorrectly, the Amount value on the automatically created records may be incorrect since the calculation of that value is based on shares owned on the Record Date. An erroneous security price/share entry, when the distribution is reinvested, causes the share quantity on the automatically generated records to be in error. If the amount of the distribution is incorrectly calculated, whether due to an incorrect Record Date or an incorrectly entered amount/share, the Income fields of open acquisition records are incorrectly updated; if the error involves a return of capital distribution, values on the automatically generated Adjust Basis record are incorrect and also the values in the Cost Basis fields of open transactions are erroneously adjusted.

Incorrect, automatically generated records must be corrected either by editing them or by deleting and replacing them. After these records have been corrected, the values in the Income fields and Basis fields can be corrected by selecting Utility from the Main Menu, then, Recalculate Cost Basis and Allocate Distributions.

 

 


Allocate Distributions

When an income-type record ("Dividend", "S.T. Distribution", "L. T. Distribution", "M.T. Distribution", "Util Reinvest" and "Interest") is recorded, that income is allocated to the quantity-type transactions responsible for that income. This utility recalculates the allocation amounts for holdings (except security Types Call, Put, Hard Asset, Other, Warrant, Zero and Cash-Liquid) and also recalculates the amount per share represented by these and "Return of Capital" distributions. Income and distribution per share values on the affected records are replaced by the newly calculated values.

Depending on the number of transaction records in the database for the selected securities and portfolios, and the speed of your computer, the time required to complete this allocation process could be several minutes.

 

 


Global Stock Spin-Off

In a Stock Spin-Off, owners of one company (the Parent company) are given, with no additional investment, shares in the spin-off company. The number of shares given is determined by a ‘Spin-Off Ratio’ (such as 0.07679613 shares of CDL for each share of DIS) and the number of shares of the Parent company owned on the Record Date. The tax basis assigned to the spin-off shares is determined by a Basis Allocation factor. For example, if the total basis of the Parent company shares owned on the Record Date was $33,717.99 and the Basis Allocation factor was 1.3295158 percent, $448.286 of that basis would be assigned to the spin-off company shares. If the ‘Spin-Off Ratio’ results in the number of shares in the spin-off company being other than a whole number (for example, 76.79613 shares) the actual shares awarded is often reduced to a whole number (for example, 76 shares) and a cash-in-lieu payment is made to compensate for the fractional share not received.

The cash-in-lieu payment is usually reported as the proceeds from the sale of that fractional share rather than as a reduction in basis of the remaining shares. It makes no difference how the cash-in-lieu payment is recorded if the affected Portfolio is not a taxable account.

Prior to using this function to record a stock spin-off you will need to have created a Security record for the Spin-Off company. On the Spin-Off window select the Parent and Spin-Off companies and enter the Record and Distribution dates. Only those shares in the Parent company owned on the Record Date are affected by this routine. The Distribution Date is the date the Spin-Off company shares are considered to be present in the affected portfolios. Click OK to cause the Spin-Off screen to be displayed.

Enter the ratio of the new for/old shares and the percent of the Parent Company basis which is to be allocated to the spin-off company. Click OK to cause the next Cash Received screen to be displayed.

For each Portfolio which owns the Parent company on the Record Date, the Cash Received screen which shows the number of shares received in the Spin-Off company, and a field for entering the cash received, if any, is displayed. The number of shares may be adjusted to that actually received. Clicking OK causes a spin-off memo record to be created for both the parent and spun-off company for each Portfolio concerned. An Adjust Basis record is created for the Parent company in each affected Portfolio to account for its reduction in basis, and the basis value on each open record having a transaction date on or before the Record Date is reduced by that percent.

Edit the Spin-Off Share value to the amount actually received and enter the Cash-in-Lieu value in the Cash-in-Lieu Received box. Both options in the Cash-In-Lieu Treatment frame are disabled when the Shares Received value is the original value and no Cash-In-Lieu amount is entered. The ‘Fractional Share Sold’ option is disabled if the Shares Received value is the original value.

To record that a Cash-in-Lieu payment was received as a result of sale of the fractional share, select ‘Fractional Share Sold’ in the Cash-In-Lieu Treatment frame. This will cause the fractional share quantity (the difference between the total allocated spun-off shares and the edited amount) to be sold. The transaction record(s) having the earliest Transaction Date is used as the source to the fractional share sold. The Basis per share value allocated to the Spin-Off company transactions is the total allocated Basis value divided by the total allocated shares. For example, using the numbers mentioned above, the basis of the spin-off company shares would be calculated as 448.286 / 76.79613 = $5.837351 / share. The total basis after sale of the fractional share is the original total allocated Basis value less the basis of the fractional share. Using the above numbers, the resulting basis would be 448.286 - (.79613 x 5.837351) = 443.639. Sale of the fractional share would usually result in a capital gain or loss; using the above numbers the gain would be 4.77 - (.79613 x 5.837351) = 0.12.

Select ‘Adjust Basis’ in the Cash-In-Lieu Treatment frame to cause the Basis value allocated to the Spin-Off company transactions to be reduced by the Cash-in Lieu value. For example, using the numbers mentioned above and assuming the cash-in-lieu payment was $4.77, the basis of the spin-off company shares would be calculated as (448.286 - 4.77) / 76 = $5.835737 / share. If the Portfolio is a taxable account, the reduction in Basis will have no tax effect until the shares are sold.

 

 


Global Stock Split

The Global Stock Split function affects all portfolios which have open positions in the split stock on the Stock Split Record Date. The Program creates new replacement records to cover the adjusted quantity, price and cost basis values for each open transaction record having a transaction date equal to or earlier than the effective date of the split. The old pre-split records are retained but converted by the Program to memo status as indicated by lower-case Transaction Types and Tax Codes. A Transaction Split memo record is also created to record the split date and ratio. If the ‘Split Ratio’ results in the number of shares being other than a whole number (for example, 30.675 shares) the actual shares awarded is often reduced to a whole number (for example, 30 shares) and a cash-in-lieu payment is made to compensate for the fractional share not received.

The cash-in-lieu payment is usually reported as the proceeds from the sale of that fractional share rather than as a reduction in basis of the remaining shares. It makes no difference how the cash-in-lieu payment is recorded if the affected Portfolio is not a taxable account.

Using the Global Stock Split function to record a split after that split has already been recorded will not result in the split process described above to be duplicated. If the Program detects the existence of a Transaction Split memo record regarding a portfolio and security for the same date, the Program displays a message to that effect and proceeds to the next portfolio.

The number of shares (Quantity amount) covered by each replacement transaction record is calculated as the original quantity value times the Split Ratio.

For each Portfolio which owns the security on the Record Date, the Cash Received screen which shows the number of shares received in after the split, and a field for entering the cash received, if any, is displayed. The number of shares may be adjusted to that actually received. Clicking OK causes a Split memo record to be created for the security for each Portfolio concerned.

Edit the Share value to the amount actually received and enter the Cash-in-Lieu value in the Cash-in-Lieu Received box. Both options in the Cash-In-Lieu Treatment frame are disabled when the Shares Received value is the original value and no Cash-In-Lieu amount is entered. The ‘Fractional Share Sold’ option is disabled if the Shares Received value is the original value.

To record that a Cash-in-Lieu payment was received as a result of sale of the fractional share, select ‘Fractional Share Sold’ in the Cash-In-Lieu Treatment frame. This will cause the fractional share quantity (the difference between the total calculated after-split share count and the edited amount) to be sold. The transaction record(s) having the earliest Transaction Date is used as the source to the fractional share sold. The Basis per share value of the after split transactions is the pre-split Basis value divided by the split ratio. Sale of the fractional share would usually result in a capital gain or loss.

Select ‘Adjust Basis’ in the Cash-In-Lieu Treatment frame to cause the Basis value of the after-split transactions to be reduced by the Cash-in Lieu value. The Quantity values of the after-split records are proportionately reduced to account for the fractional share not delivered and the Price value is adjusted so that the Total Amount value is equal to that on the pre-split record. A negative Adjust Basis record in the amount of the Cash-In-Lieu amount divided by the after-Split quantity is created and all Transaction Basis values are reduced by that amount. If the Portfolio is a taxable account, the reduction in Basis will have no tax effect until the shares are sold.

 

 


Global Merger

This function transfers holdings from one Symbol to another. The Program creates new replacement records under the new Symbol for each unsold transaction record. The quantity, price and cost basis values are adjusted on the new records if the merger involves other than a one-to-one exchange of shares. To prevent the Tax Reports from including taxes for earnings reported under both the old and new Symbol, the Tax Codes on the new-Symbol records are carried as lower-case. The Program closes the old pre-merger records and retains them as memo records as indicated by a lower-case Transaction Type. The gain/loss resulting from the closing is included on the Total Return Report but, since it is not a taxable event, not on the Capital Gains Tax Report. Transaction Type-Merge memo records for both the old and new Symbols are also created to record the merger date and exchange ratio.

If a portfolio contained no previous transactions for the ‘new Symbol’, transaction records created by the merger function are assigned a Sub No. of 1. Otherwise, transaction records created by the merger function are assigned the smallest Sub No. not already in use by the affected portfolio for the ‘new Symbol’. Should you prefer the merged ‘new Symbol’ transactions have different Sub numbers, use the Utility>Global Edit>Change Sub to change the Sub numbers.

Use the next screen to enter the Merge Date, Merge Ratio and Final Price of the ‘Old Security’.

Use the next screen, for each portfolio owning the ‘Old Security’, to enter the shares of the ‘Old Security’ involved in the ‘Merge’, the number of shares of the ‘New Security’ received and the cash, if any, received.

To record that a Cash-in-Lieu payment was received as a result of sale of the fractional share, select ‘Fractional Share Sold’ in the Cash-In-Lieu Treatment frame. This will cause the fractional share quantity (the difference between the total allocated Merge shares and the edited amount) to be sold. The transaction record(s) having the earliest Transaction Date is(are) used as the source to the fractional share sold. The Basis per share value allocated to the Merge company transactions is the total allocated Basis value divided by the total allocated shares.

Select ‘Adjust Basis’ in the Cash-In-Lieu Treatment frame to cause the Basis value allocated to the Merge company transactions to be reduced by the Cash-in Lieu value. If the Portfolio is a taxable account, the reduction in Basis will have no tax effect until the shares are sold.

 

 


Conversion

This function is primarily used for converting one class of shares into another preferred class for which they have become eligible, usually based on time held. All records within the Sub entered will be converted. The Sub for the "new" symbol may be different from the old, though it might be convenient to have them the same. As with the Merge routine, new records are created using the "new" symbol to replace the previous symbol and the original records are "archived" by changing their Tran Codes to lower case. The "new" symbol share count is entered.

Securities included in the ‘New Symbol’ list are restricted to those which are similar to the selected ‘Old Symbol’ security. If the ‘Old Symbol’ security is a mutual fund (its Exchange is set to ‘Mutual Fund’) then the ‘New Symbol’ list includes only mutual funds. If the ‘Old Symbol’ security is not a mutual fund, the ‘New Symbol’ list includes only securities of the same as Security Type as the selected ‘Old Symbol’ security.

Enter the pair of values which define the Conversion ratio (new to old); entering the values 3 and 2 means that after the Conversion you own 3 shares for every 2 shares owned prior to the Conversion. The values entered may be nominal values such as "3 for 2" or "1 for 5" or they may be the total shares owned both after and before the Conversion such as "1500 for 1000" or "27.204 for 28.883".

 

 


Divide Transaction

This function is used to divide an existing open transaction into two transactions. If after selecting the desired Portfolio and Security more than one open transaction exists, these transactions will be displayed in a grid. Select the transaction to be divided and change either the Quantity or Total Amount value to the desired value. Click Save to cause the transaction to be divided into two transactions; one will have the entered Quantity (or Total Amount) value and the other the remaining Quantity (or Total Amount). Other values on the transaction are prorated between the two transaction records.

One example of when this function is useful is to split a previously entered Qualified Dividend record into a Qualified portion and an un-Qualified portion. After dividing the transaction you must use Data Entry>Transactions>Change/Delete to edit the ‘Qualified Dividend’ setting on the divided records.

 

 


Tag Qualified Dividends

This function lists Dividend transactions for the selected Portfolio(s) and Security(s) within the selected date range (after 12/31/2002). The right-most column of the list indicates the whether or not the Dividend is ‘Qualified’. Click on the ‘Qualified’ value to reverse it.

You frequently do not know how much of a dividend is ‘Qualified’ until you receive the Form 1099 statement. If you had originally recorded a dividend as ‘Not Qualified’, you can use the Data Entry>Transactions>Divide Transaction function divide the original transaction record into two records, one with the ‘Not Qualified’ amount and one with the ‘Qualified’ amount. After dividing the transaction you must use Data Entry>Transactions>Change/Delete to edit the ‘Qualified Dividend’ setting on the divided records.

 

 


Tag Capital Gains

This function lists either the ‘short term’ or ‘long term’ sold transactions for the selected Portfolio(s) and Security(s) within the selected date range. The right-most column of the list is the code which indicates the Capital Gain/Loss category on the IRS Form 8949. Click on any cell of the transaction listing to cause the Code for that transaction to toggle from A to B or from B to C or from C to A. The Codes for all transactions are initialized to ‘A’ for transactions closed after 2010.

The IRS Form 8949 categories are:
A - Short-term transactions reported on Form 1099-B with basis reported to the IRS
B - Short-term transactions reported on Form 1099-B but basis not reported to the IRS
C - Short-term transactions for which you cannot check box A or B
A - Long-term transactions reported on Form 1099-B with basis reported to the IRS
B - Long-term transactions reported on Form 1099-B but basis not reported to the IRS
C - Long-term transactions for which you cannot check box A or B

The Reports>Portfolio Reports>Tax Reports>Capital Gains function provides the ability to create a report of capital gains from transactions for selected Portfolio(s) and Security(s) within a selected date range. If the ‘Reports Contents’ selection is either ‘Short Term’ or ‘Long Term’ the resulting report is restricted to transactions which have been assigned a ‘Tag Capital Gains’ Code of either ‘A’ (Basis reported), ‘B’ (Basis not reported) or ‘C’ (Other).

 

 


Security Data Records

The Security File must contain a record for each security/holding for which transactions are recorded. Only one Security Data record is needed for a security, even if more than one portfolio holds that security. Records for securities/holdings not held by any portfolio also may be entered, maintained or kept. To keep the security selection in the various functions to a minimum, you may want to code their symbols as inactive. They may be returned to active status again at any time.

When entering values for bonds, care must be taken to assure that values for Price, Interest Amount and Maturity Amount are consistent. Bond prices are generally reported as ‘percent of face value’. If you choose to use the ‘percent of face value’ as the bond price, you must enter 100 as the Maturity Amount and enter as the Interest Amount that amount which the bond pays each payment period for $100 of face value. For example a bond having a coupon of 8 percent would pay $8 each year for $100 of face value; if the bond pays semi-annually, the Interest Amount would be $4. In addition, if you choose to use the ‘percent of face value’ as the bond price, when recording a bond purchase, the transaction quantity value is the face value purchased divided by 100. If you prefer to use the purchased face value as the transaction quantity, you must use bond price values expressed as the ‘fraction of face value’ which is the ‘percent of face value’ number divided by 100. If the ‘fraction of face value’ is used as the bond price, the Maturity Amount value is 1 and the Interest Amount for a bond having a coupon of 8 percent and which paid semi-annually would be 0.04.

Data Definitions
Add New Security
Change (Edit) / Delete Security
Security Types
Stock Exchanges
Edit Security Record Settings

 

 


Security Data Definitions

Symbol: Up to 9 characters which uniquely identify the holding. The Program considers all Symbol alphabetic characters to be upper case, even if entered in lower case. If the Import Price Updating function is to be used to update prices for the security, the Symbol used in the Security File must be the same as that used in the Import File.

CUSIP No.: A 9-character field for a Security's CUSIP number. If the CUSIP number is being used in the Import Price Update routine, assure that the Security File CUSIP number entry is identical to that used by the on-line service on the download file. The entry may contain up to 9 characters, numeric, alphabetic or mixed.

Name: Up to 60 characters, any kind.

Exchange: The Exchange indicates the stock exchange on which the holding is traded or identifies the holding as a mutual fund. An Exchange of "Mutual Fund" should be given to open end mutual funds to identify them to the Program as mutual funds. Certain program operations are modified for securities having an Exchange of "Mutual Fund". These are (1) - When sale of a mutual fund is recorded, the Program provides the option of using the Single Category-Average Price method of determining the cost basis of the shares sold. (2) - The field providing for entry of accrued interest paid at the time of a Bond, Muni Bond or Treasury Issue type security purchase or received at time of sale is omitted for such securities having an Exchange entry of Mutual Fund. (3) - The calculation of Portfolio status (value) for the Rate of Return report and Balance records and for the Portfolio Status report, if requested, includes interest accrued since the last interest payment date for Bond, Muni Bond or Treasury Issue securities unless they have an Exchange entry of Mutual Fund.

State: A two-character field available for Muni Bond type securities. When selecting securities to be included in a report and you have elected to select ‘Muni Bond’ Type securities, the State Code may be used to limit the selection to those securities having the specified ‘State Code’.

Comment: Text field for anything.

Closing Price: Unit price. Up to five decimals will be displayed. However, more may be entered and will be used in calculating values.

Price Date: The effective date of the Price. The default is the last date entered.

High Alert: Price per share.

Low Alert: Price per share.

Inactive Security: If checked, the symbol will not appear in boxes for selection unless "Exclude Inactive Securities" is not specified.

The following items are found on Stocks and those other than Liquid Cash, Bonds, Options, and Futures.

Dividend Month and Day: Enter the month and day of a regular dividend or interest payment. It does not have to be the first payment in the year. The dividend month and day are used in preparation of the Alert Reports and in generation of the Projected Income Reports.

Dividend Frequency: Enter the frequency that dividends or interest is paid. Frequencies available include: Annually, Quarterly, Bi-Monthly, Semi-Annually, or Monthly.

Amount: Enter the amount of the periodic dividend paid.

Yield: Current percent yield represented by dividend amount. The Program calculates the value based on entries in the Price, Amount and Frequency fields. The calculated value may be overridden.

State Tax Exempt: For partially State Tax Exempt Mutual Fund Distributions, enter the percentage of the earnings that is exempt from state tax. The State Tax Exempt values are used in preparation of the ‘State’ version of the Dividend and Interest Tax Reports. The values generally change every year and are made available by mutual fund companies, brokers, etc. in February or March for the previous year.

Municipal Bond Mutual Fund: For Dividend and Interest transactions which have a Transaction File Federal Tax Exempt entry of either "Yes" or " Earnings Only" and entry of "No", the Program calculates the portion of the income which is taxable by the State; the amount is shown in the "State Addition" column of the State Dividend Tax Report for Dividend transactions and on the State Interest Tax Report for Interest transactions. The "State Addition" is calculated as the total distribution during the specified tax period less the percent that is exempt from State taxation.

Taxable Mutual Funds With Income From US Government Obligations: For Dividend and Interest transactions which have both Federal and State Tax Exempt entries of "No", the State Tax Exempt value is used to calculate the portion of the income which is exempt from state taxation. The amount is shown in the "State Subtraction" column on the State Dividend or Interest Tax Report. The "State Subtraction" calculation is not made for Short Term, Mid Term and Long Term distribution records; this exception permits proper handling of fully taxable capital gain distributions from mutual funds whose other distributions are partially taxable by the State.

The following items are found on Bond Records (if Exchange is not coded as Mutual Fund)

Interest Month and Day: Enter the month and day of a regular interest payment. If a bond pays interest on February 15 and August 15 of each year (until maturity), enter either 2 and 15 or 8 and 15 for the month and day, respectively. The interest month and day are used in preparation of the Alert Reports and in generation of the Projected Income Reports.

Frequency: Enter the frequency that interest is paid. Frequencies available include: Annually, Quarterly, Bi-Monthly, Semi-Annually, or Monthly.

Amount: Enter the amount of the periodic interest payment per unit.

Yield to Maturity: Current percent yield represented by interest amount. The Program calculates the value based on entries in the Price, Amount, Frequency, and Maturity Date fields. The calculated value may be overridden.

Maturity Date: The maturity date of a bond.

Maturity Amount: The face value of a bond or the value of a bond at maturity. This value is not used by the Program other than to appear on the file listing.

Call Amount: The amount for which a bond can be called on the Call date. This value is not used by the Program other than to appear on the file listing.

Call Date: The Call date of a bond.

The following items are found on Options, Futures, and Warrants

Ticker: To enable downloading of Call and Put prices from Yahoo!®, the option ticker recognized by Yahoo!® must be entered in the Ticker field. Clicking the ‘Ticker LookUp command button accesses a Yahoo!® website which lists option ticker symbols for the option’s underlying security.

Expiration Date: This date is used in the Exercise Option function and in preparation of the Alert notification of options, warrants expiring. In all Portfolio Reports, options and warrants are considered to have no value on dates after their Expiration Date.

Underlying Security: The security that will be acquired/sold short upon exercise of an option or warrant.

Contract Size: Applies to options and futures. The number of units covered by one contract (up to 999,999.99). The value of 1 Contact is the Price times the Contract Size. The default for options is 100.

Conversion Ratio: Applies to warrants. The conversion ratio is the number of shares of stock to be received per warrant. The default ratio is 1.

 

 


Add Security File Record

Enter the New Symbol to add and select the Security Type of the security from the drop-down list and then press "OK" to display the "Add Security" screen in which you are required to enter various Security Data. Mutual funds should assigned a Security Type according to the type of fund they are, e.g. B (Bond) or S (Stock).

The Security File must contain a record for each security/holding for which transactions are recorded. Only one Security Data record is needed for a security, even if more than one portfolio holds that security. Records for securities/holdings not held by any portfolio also may be entered, maintained or kept. To keep the security selection in the various functions to a minimum, you may want to code their symbols as inactive. They may be returned to active status again at any time.

When entering values for bonds, care must be taken to assure that values for Price, Interest Amount and Maturity Amount are consistent. Bond prices are generally reported as ‘percent of face value’. If you choose to use the ‘percent of face value’ as the bond price, you must enter 100 as the Maturity Amount and enter as the Interest Amount that amount which the bond pays each payment period for $100 of face value. For example a bond having a coupon of 8 percent would pay $8 each year for $100 of face value; if the bond pays semi-annually, the Interest Amount would be $4. In addition, if you choose to use the ‘percent of face value’ as the bond price, when recording a bond purchase, the transaction quantity value is the face value purchased divided by 100. If you prefer to use the purchased face value as the transaction quantity, you must use bond price values expressed as the ‘fraction of face value’ which is the ‘percent of face value’ number divided by 100. If the ‘fraction of face value’ is used as the bond price, the Maturity Amount value is 1 and the Interest Amount for a bond having a coupon of 8 percent and which paid semi-annually would be 0.04.

To enable downloading of Call and Put prices from Yahoo!®, the option ticker Symbol recognized by Yahoo!® must be entered in the Ticker field. Clicking the ‘Ticker LookUp command button accesses a Yahoo!® website which lists option ticker Symbols for the option’s Underlying Security. The Ticker is saved on the security record as the initial part of the Name field; the characters “{}” are inserted between the Ticker and Name entries. Since the Name field on the security record is limited to 60 characters, the permissible length of the entry in the Name text box is determined by the length of the entry in the Ticker text box. The Ticker entry is used as the option symbol for the Download and Import functions. If no Ticker entry is made the security Symbol entry is used for these functions.

When the Exchange data field is clicked, a drop-down list is displayed from which the currently available entries may be selected. Mutual funds should be assigned an Exchange Code of M to identify them as a mutual fund. For 'Muni Bond' securities, a State field is also provided.

 

 


Change / Delete Security File Record

Choose the Security Data record that you wish to Change or Delete. Once you press "OK", this record will be presented for editing / deleting. Update the Security Data, and choose "SAVE", or you can choose "DELETE" to delete the Security Data record.

Deleting the Security Data record for a holding or security does not delete the transaction records for that holding but does cause the value of the holding shown on reports to be zero since Security File records are the source of security prices.

The Security-Type on a Security File record cannot be changed in the Change mode. Since it is essential that a security's Security-Type on its Security File record match that on all Transaction File records for that security, the only way provided for changing a Security-Type is to use the Utility>Global Edit>Change Security Type function to set the Security-Type for a security/holding on the Security File and all (open and closed) Transaction File records for that security/holding. Some types cannot be changed to certain other types, e.g., liquid cash to stock.

The Symbol cannot be edited; if the Symbol is incorrect, delete the record and use the Add mode to create a new record with the correct Symbol or use the Utility>Global Edit>Change Security Symbol function, which replaces the Symbol on the Security File record and on all Transaction File records.

The Security Database ({sec}.mdb) must contain a record for each security/holding for which transactions are recorded. Only one Security Data record is needed for a security, even if more than one portfolio holds that security. Records for securities/holdings not held by any portfolio also may be entered, maintained or kept. To keep the security selection in the various functions to a minimum, you may want to code their symbols as inactive. They may be returned to active status again at any time.

When entering values for bonds, care must be taken to assure that values for Price, Interest Amount and Maturity Amount are consistent. Bond prices are generally reported as ‘percent of face value’. If you choose to use the ‘percent of face value’ as the bond price, you must enter 100 as the Maturity Amount and enter as the Interest Amount that amount which the bond pays each payment period for $100 of face value. For example a bond having a coupon of 8 percent would pay $8 each year for $100 of face value; if the bond pays semi-annually, the Interest Amount would be $4. In addition, if you choose to use the ‘percent of face value’ as the bond price, when recording a bond purchase, the transaction quantity value is the face value purchased divided by 100. If you prefer to use the purchased face value as the transaction quantity, you must use bond price values expressed as the ‘fraction of face value’ which is the ‘percent of face value’ number divided by 100. If the ‘fraction of face value’ is used as the bond price, the Maturity Amount value is 1 and the Interest Amount for a bond having a coupon of 8 percent and which paid semi-annually would be 0.04.

To enable downloading of Call and Put prices from Yahoo!®, the option ticker Symbol recognized by Yahoo!® must be entered in the Ticker field. Clicking the ‘Ticker LookUp command button accesses a Yahoo!® website which lists option ticker Symbols for the option’s Underlying Security. The Ticker is saved on the security record as the initial part of the Name field; the characters “{}” are inserted between the Ticker and Name entries. Since the Name field on the security record is limited to 60 characters, the permissible length of the entry in the Name text box is determined by the length of the entry in the Ticker text box. The Ticker entry is used as the option symbol for the Download and Import functions. If no Ticker entry is made the security Symbol entry is used for these functions.

The design of the Change/Delete Security screen is based on the Security Type. Click the Save button to save edited or added record data or click the Delete button to delete the record. The Utility>Global Edit>Delete Security Records function may also be used to delete security records.

 

 


Delete Security Records

The Utility>Global Edit>Delete Security Records function provides the ability to delete Security records from the security database, {sec}.mdb. The Symbol, CUSIP, Name and Inactive setting of all security records are displayed on the grid. Select the desired grid sort order from the options in the Grid Display Order frame. Double click the existing selection to reverse the ascend/descend order.

Click on any field of a record to select that record for deletion. After selecting a record you may Shift+Click another record to select all records between these selections. Clicking a previously selected record ‘un-selects’ that record.

Click the Delete Selected Records button to cause the highlighted records to be deleted.

 

 


Security Types

In addition to simply identifying asset types, Security Types are used to enable the Program to properly handle Transaction Data entries and to properly use the Transaction Data records in the generation of the various reports and also to enable the User to create single-type reports and to group securities having specific types for price updating.

The percentage allocation of current portfolio value by security type, based on Security Types, is displayed at the bottom of the Status Report.

With regard to how Portfolio Analyzer internally handles transactions and creates reports, each of the Security Types furnished with the Program can be considered to be in one of five groups. Although the Program's handling of all securities identified with a given Type group is usually the same, there are many exceptions to that generalization. For example, a security which is identified as a mutual fund by having an Exchange Code of "M" (Mutual Fund) is handled differently from one having the same Security Type but which is not a mutual fund. The general groups are:

I - Annuity, Non-Liquid Cash, Hard Asset, Other, Real Estate, Stock, Index

II - Bond, Municipal Bond, Treasury Issue, Zero

III - Call Option, Put Option, Warrant

IV - Futures Contract

V - Liquid Cash

A Bond security with an Exchange setting of ‘Mutual Fund’ is handled like a Group I, rather than a Group II, security.

In addition to the Types provided with the Program, any other Type (and associated single-character) may be used. Securities assigned any User-added Type are handled by the Program in the same manner as a Group I Type security.

 

 


Stock Exchange Codes for Security Records

An ‘Exchange’ designation from the Exchange list may be entered on a security’s Security File record. This function is used to maintain the Exchange list. The list contains a unique 1-character alpha-numeric Exchange Code and an associated Exchange name for each entry in the list. The Exchange entry on a Security File record indicates the Stock Exchange identified with the security or identifies the holding as a mutual fund and is used in Security selection.

To select an existing entry to edit or delete, either enter its Exchange Code and press Enter or select it from the Exchange Name list.

The following Exchanges (and associated single-character Codes) are included on the initialized database furnished with the Program:

A American
C CBO
T CBT
X CMX
M Mutual Fund
Q NASDAQ
N NASDAQ Nat'l
Y New York
O Other

The User is permitted to change and delete the Exchange Codes and names initially furnished with the program except for Exchange Code M. Use the Data Entry>Security Data>Exchanges>Change/Delete function to change and/or delete the Exchange Codes and names.

Note that the Exchange setting of ‘Mutual Fund’ must be assigned to securities which are mutual funds to identify them as such to the Program. The operation of several functions is affected when a security is identified as a mutual fund. For example, average cost is provided as a Basis option when recording the sale of mutual funds shares and accrued interest is assumed to not be involved in the purchase or sale of bond funds.

To create a new listing, enter a unique Exchange Code and an Exchange Name and click ‘Save’. Use the Data Entry>Security Data>Exchanges>Add function to add an Exchange Code.

 

 


Edit Security Record Settings

Security record data may be edited by using the Data Entry>Security Data>Change/Delete Security function for a specific security or by using the following functions which display on a grid specific Security record data which can be edited. The grid contains data for all or a selected category of securities.

Exchange
Active / Inactive Securities
Edit State Tax Exempt Entries

 

 


Edit Security Record Settings - Exchange

The Exchange setting may be changed using the Data Entry>Security Data>Change/Delete Security function.

The current Exchange setting for all securities may also be changed by using the Data Entry>Security Data>Edit Security Record Settings>Exchange function. To create a grid displaying securities and their current Exchange settings click the OK button on the ‘Edit Security Exchange Settings’ screen. The number of securities included on the grid may be limited by selecting a particular Security Type and/or Exchange setting. It may be further limited by checking the Exclude Inactive Securities and/or Exclude Matured/Expired check boxes.

To change a Security’s Exchange setting, first select the desired Exchange in the drop-down list above the grid and then click the Security’s Exchange cell to cause the selected Exchange to be displayed in the Exchange cell. Additional Exchanges may be included in the drop-down list by using the Data Entry>Security Data>Exchanges>Add function. Exchange entries may be removed from the list by using the Data Entry>Security Data>Exchanges>Change/Delete function.

 


Edit Security Record Settings - Active/Inactive

To prevent unwanted securities from being included in the various security selection lists, code these securities as Inactive. They may be returned to active status again at any time by changing the Inactive setting. The Inactive setting may be changed using the Data Entry>Security Data>Change/Delete Security function.

The current Inactive setting for all securities may also be changed by using the Data Entry>Security Data>Edit Security Record Settings>Active/Inactive function. To create a grid displaying securities and their current Inactive settings click the OK button on the ‘Edit Security Inactive Settings’ screen. The number of securities included on the grid may be limited by selecting a particular Security Type and/or Exchange setting. It may be further limited by checking the Exclude Inactive Securities and/or Exclude Matured/Expired check boxes.

To change a Security’s Inactive setting click the Security’s Inactive cell to toggle a ‘Yes’ setting to ‘No’ or a ‘No’ setting to ‘Yes’.

 

 


Edit Security Record Settings - State Tax Exempt Values

The portion of federally tax exempt interest earned in a state may be exempt from state and local taxation in that state. Income earned from U.S. Government obligations may also be exempt from state and local taxation. Mutual funds which have such income report the percent of federally tax exempt income which is derived in each state and the percent of income which is earned from U.S. Government obligations. These percentage values may be recorded on the mutual fund security record as the ‘State Tax Exempt, %’ value. These values are used when creating the Dividend and Interest Tax Reports if the ‘State’ option button is selected in the ‘Federal of State’ frame.

Since these values change every tax year they must be updated each year. The ‘State Tax Exempt, %’ value for a security may be edited by using the Data Entry>Security Data>Change/Delete Security function. The Data Entry>Security Data>Edit State Tax Exempt Entries function provides the ability to list all securities or those of a selected Type and/or Exchange. The State Tax Exempt values for the listed securities may be deleted or edited.

 

 


Portfolio Data

The Portfolio File contains Portfolio ID records, Portfolio Balance, Deposit, Withdrawal, Tax and Fee records and portfolio Tax Rate records.

Note that Portfolio file records contain values which pertain to the portfolio as a whole whereas Transaction file records contain values which pertain to securities held in a portfolio.

Portfolio ID
Balances / Deposits / Withdrawals
Tax Rates
 

 


Portfolio ID

Change/Delete Portfolio
The Portfolio ID can be up to 3 characters, and identifies the Portfolio that the Transaction data is associated with. Use the Data Entry>Portfolio Data>Portfolio>Change/Delete Portfolio function to edit the Name and other entries for an existing Portfolio. Identify the portfolio by either selecting it from the list, entering its Portfolio ID or entering its Account Number and then click the OK button. The existing data associated with the Portfolio ID is displayed on the resulting screen. Click Save to save changes to the Portfolio ID record or click Delete to eliminate the portfolio and all of its transactions.

Add Portfolio
Use the Data Entry>Portfolio Data>Portfolio>Add Portfolio function to create a new Portfolio ID record. Enter a 1, 2 or 3-character Portfolio ID and a Portfolio Name on the ‘Create New Portfolio in Current Database’ screen and select the appropriate Type category. All other entries are optional. The Types available are taxable, tax-deferred, or Roth IRA. This Type and the Tax Codes on the transaction records determine the tax to be calculated. The Type is also used to calculate the unrealized tax amount on the Portfolio Balance records. The Roth IRA balance record will contain no unrealized tax amount. The tax-deferred account uses the income tax rates of the portfolio. The taxable account uses all tax rates and transaction tax codes applicable to the transaction. The tax amount on the balance record is used only in after tax calculations in the Rate of Return Report.

The Transfer Symbol entry is the default Liquid Cash account associated with the portfolio. Click the arrow on the Transfer Symbol list to select an Active Liquid Cash security currently in the Security File.

 

 


Balances / Deposits / Withdrawals

The Portfolio Balance, Deposit and Withdrawal records are used to calculate the Portfolio rate of return. The Deposit and Withdrawal values are also used by the Status Report to determine the change in Portfolio value, net of deposits and withdrawals, since the comparison date requested. Note that Portfolio file records contain values which pertain to the portfolio as a whole whereas Transaction file records contain values which pertain to securities held in a portfolio.

IPortfolio record types include:

Balance - A Balance record contains the Portfolio value (including accrued interest on bonds) and the Portfolio’s approximate tax liability on accrued interest and unrealized capital gains on a stated date (at 11:59 PM). The Balance record value is considered to include the effect of any deposits or withdrawals made on that day. The Data Entry>Portfolio Data>Balances/Deposits/Withdrawals function may be used for manual creation of Balance records or editing or deletion of existing records. The Utility>Create Portfolio Balance Records function may also be used to create Balance records. Balance records are created automatically when the Analysis>Portfolio Rate of Return function is used. The tax entry on a Balance record is the tax which would be owed if the portfolio were liquidated on the Balance record effective date.

Deposit - Used to record funds added to the Portfolio. A portfolio deposit record should be entered only to record new money added to the portfolio from outside of the portfolio. Earnings from within the portfolio such as dividends or capital gains should not be recorded as Deposits; they are reflected in subsequent Balance values. Portfolio Deposit and Withdrawal records are required for calculation of Portfolio Rate of Return and are also used by the Status Report to determine the change in Portfolio value between two dates, net of deposits and withdrawals. A Deposit record can be created manually in the Data Entry-Portfolio Data-Balances/Deposits/Withdrawals function and is program-generated when you select ‘Outside’ as the source of funds after entering a transaction which required a cash payment.

Fee - Fees applicable to the named Portfolio for the date entered. If the fee was paid from the portfolio in which the Fee record is recorded, enter a Withdrawal record also to record the money leaving the portfolio. If the ‘Create Withdrawal record in amount of Fee record also’ check box is checked when a new Fee record is created, a Withdrawal record in the same amount will also be created. The Fee record is treated as a Portfolio Deposit record when a ‘Net of Fees’ (After Fee) Portfolio Rate of Return report is created.

Tax - Actual federal and state taxes applicable to the named Portfolio for the date entered. If the tax was paid from the portfolio in which the Tax record is recorded, enter a Withdrawal record also to record the money leaving the portfolio. The Tax record is treated as a Portfolio Deposit record when an ‘After Tax’ Portfolio Rate of Return is calculated.

Withdrawal - Used to record all funds withdrawn from the Portfolio. Portfolio Deposit and Withdrawal records are required for calculation of Portfolio Rate of Return and are also used by the Status Report to determine the change in Portfolio value between two dates, net of deposits and withdrawals. A Withdrawal record can be created manually in the Data Entry-Portfolio Data-Balances/Deposits/Withdrawals function and is program-generated when you select ‘Outside’ as the destination of funds after entering a transaction for which cash was received.

After selecting the Portfolio ID, you can add, delete, or edit a Balance, Deposit, Withdrawal, Fee or Tax record for the Portfolio.

New records are added by entering the Type, Date and Amount values in the top row of the grid. Press Enter after entering a value in a cell to place the value on the new record and to advance the cursor to the next cell. Click ‘Save’ to save the record or click ‘OK’ in the ‘Accept this Record?’ dialog box which is displayed after pressing Enter when the cursor is in the Memo cell.

To edit a value on an existing record, click the cell containing the value, make the correction, press Enter to replace the value on the record and then save the edited record as described above. The record Type cannot be edited, however, a Deposit record can be changed to a Withdrawal record by clicking on the Type cell of a record and then clicking ‘Yes’ in the resulting Change dialog box. A Withdrawal record may be changed to a Deposit record in the same manner.

To delete a record, click on any cell (other than Type) of the record and then click the Delete command button. To delete a block of records, click on any cell (other than Type) of the record and then Shift-click on a cell of another record to define (highlight) the block; click ‘Yes’ in the resulting dialog box to delete the highlighted records.

For the purpose of calculating portfolio rate of return performance Portfolio Analyzer considers a Portfolio to become effective on the date (inception date) of its earliest non-zero Balance record and to remain effective until the date of a zero Balance record. Data outside this date range is not relevant to performance calculations. To prevent any chance of distortion of performance calculations, Balance, Deposit, Withdrawal, Fee and Tax records outside this date range should not be recorded. If a Portfolio is reactivated after having been closed with a zero Balance record, records should also not be recorded for the date period during which the Portfolio was inactive.

Clicking on a record Type option button in the Add Record Frame causes the selected type to be entered in the Type cell of the top row of the grid and advances the cursor to the Record Date cell. If the desired Type is already selected, double click it to initiate entry of a new record of that type. Clicking any cell in the top grid row will cause the currently selected Type to be entered in the Type cell of the top row.

New records are added by entering the Type, Date and Amount values in the top row of the grid. Press Enter after entering a value in a cell to place the value on the new record and to advance the cursor to the next cell. Click ‘Save’ to save the record or click ‘OK’ in the ‘Accept this Record?’ dialog box which is displayed after pressing Enter when the cursor is in the Memo cell.

To edit a value on an existing record, click the cell containing the value, make the correction, press Enter to replace the value on the record and then save the edited record as described above. The record Type cannot be edited, however, a Deposit record can be changed to a Withdrawal record by clicking on the Type cell of a record and then clicking ‘Yes’ in the resulting Change dialog box. A Withdrawal record may be changed to a Deposit record in the same manner.

To delete a record, click on any cell (other than Type) of the record and then click the Delete command button.  To delete a block of records, click on any cell (other than Type) of the record and then Shift-click on a cell of another record to define (highlight) the block; click ‘Yes’ in the resulting dialog box to delete the highlighted records.

 

 


Tax Rates

The Federal and State Tax Rates should be the marginal rates and are used to prepare the Tax Liability Report which provides an estimate of tax liability resulting from each recorded taxable transaction and the tax liability of each selected Portfolio. These need be entered only when there is a change in a portfolio's rates, for whatever reason. Tax rates should be included for tax-deferred portfolios also, for the purpose of creating tax amounts on balance records and estimating tax on a distribution from the account.

New records are added by entering the Date and Percent values in the top row of the grid. Press Enter after entering a value in a cell to place the value on the new record and to advance the cursor to the next cell. Click ‘Save’ to save the record. The Special Dividend value cells are available for Effective Dates later than 1-1-2003. The Mid Term Capital Gain value cells are available for Effective Dates between 7-29-1997 and 12-31-1997.

  

 


Name / Address Data

A Name / Address record is used to store name, address, telephone number, account number, etc. data. Each record is assigned a Name/Address Type Code. The Data Entry>Name/Address Data>Add function is used to add new records and the Data Entry>Name/Address Data>Change/Delete function is used to edit or delete existing records. The Utility>Global Edit>Delete Name/Address Records function may also be used to delete Name/Address records.

 


Name / Address Type Codes

A group of sample Type Codes are provided; Credit Card, Friend, Insurance, Investment, Mortgage, and Relative. You can Delete or Change existing Types or Add new ones.

Use the Data Entry>Name Address/Data>Add function to add a new Name/Address Type. Enter a unique single-character alpha-numeric code in the Code field and an 'up to 30-character alpha-numeric' entry in the Name field and click Save.

Use the Data Entry>Name/Address Data> Name/Address Types>Change/Delete function to edit or delete an existing listing. To delete a Name/Address listing, click on either its Code or Name and then click ‘Delete’. To change the Name/Address Code of a listing, click on that Code, replace it with a single-character alpha-numeric value not currently in use and click ‘Save’. To edit the Name/Address Name of a listing, click on that Name, make the desired change and click ‘Save’.

 


Delete Name/Address Records

The Utility>Global Edit>Delete Name/Address Records function provides the ability to delete Name/Address type records from the current transaction database.

Select the Portfolio for which records are to be deleted and then click OK to display the Type, Name and Account fields of all Name/Address records for that portfolio. Select the desired grid sort order from the options in the Grid Display Order frame. Double click the existing selection to reverse the ascend/descend order.

Click on any field of a record to select that record for deletion. After selecting a record you may Shift+Click another record to select all records between these selections. Clicking a previously selected record ‘un-selects’ that record.

Click the Delete Selected Records button to cause the highlighted records to be deleted.

 

 


Pricing

Prices of Securities are used in the generation of most of the portfolio reports. Prices can be placed on Security Data directly through Add or Change modes. The price on a Security Data record is updated automatically when a transaction is recorded on which the price is more recent than the price currently on the Security Data record for the affected security.

The Download, Import, and Manual pricing functions may also be used to update Security Data prices. Download Pricing extracts pricing information from your internet connection, Import Pricing updates prices by importing data from a price file downloaded from an on-line service or a spreadsheet (such as one downloaded from Yahoo!®).

Manual Pricing provides a method to manually update the prices of holdings listed in your Security Data.

Alerts are used for determining notification of (1) price fluctuations via Hi and Lo Alerts, (2) Expirations, (3) Transaction Records that are Going Long Term and (4) Dividends / Interest.

Download Pricing
Import Pricing
Manual Pricing
Alerts

 

 


Download Current Price

Current prices for Securities will be updated via your Internet connection from Yahoo.com. The Securities affected may be limited to those of a specified Security Type and/or those which have been assigned a specified Exchange, Country or Industry code. The price downloaded is the latest price available on the Download Service. That price is recorded in the database with the date selected in the ‘Current Price Date’ frame.

The Download Current Price function cannot obtain price data for Call and Put Options which do not have the Yahoo!® Option symbol recorded in the Ticker field and the Option expiration date recorded in the Expiration Date field of the Option Security record. The Download Current Price function cannot obtain price data if the Internet Privacy setting is ‘Block All Cookies’.

 

 


Import Pricing

This function updates prices by importing data from a price file downloaded from an on-line service or a spreadsheet (such as one downloaded from Yahoo!®). Neither the communications software nor access to an on-line service is included with this Program.

Import Prices
File Setup
Schwab Bond Prices

 

 


Import Prices

The ‘Pricing>Import Pricing>Import Prices’ function is used to import price data which was previously downloaded from an on-line service to update the Price and Price Date values on Security File records.  If the import file records include the Price Date and the location of that value is included in the Import File Description, that date will be used in the Security File update procedure; if that date is not included in the import file records or its location is not included in the Import File Description, the date used in the Security File update procedure will be that selected on the Import Prices screen.

The Price File Description layout of the selected ‘File Description’ is used describe the structure of the downloaded file. It is very important that the ‘File Description’ accurately describes the import file.

Clicking ‘Import’ opens the ‘Select Import File’ window where you will select the price file to be imported. The default directory (folder) and file name in this window are those saved in the selected Pricing>Import Pricing>File Setup function which is used to define the layout of the downloaded price file. Before using a ‘File Description’ for the first time, be sure the description correctly defines the file being imported.

 

 


Import Pricing - Schwab Bond Prices

Before importing bond prices from a Schwab Positions export file you must first export those records from the Schwab.com Positions report. To generate the necessary export file, log in to ‘Positions’ at ‘Schwab.com’ and, at the Account> Positions report selection, specify the desired Schwab Account for prices to be exported. Although the export file created contains data for all securities included in the selected portfolio, this routine uses only the bond prices in that report. Click ‘Export’ (at the top of the report to the right of the ‘Account Positions’ title). Select ‘Save to Disk’, click ‘OK’ and assign a name to the export file. The file name can be anything but must have the extension ‘.csv’. For example, you could use a name comprised of the Portfolio ID and date such as ‘RS12312007.csv’. The file may be saved into any folder but saving it into the folder in which Investor’s Account is installed is suggested.

The Schwab Positions export file identifies bonds by their CUSIP number. To be able to import bond prices from this file the Security File records for the bonds must include the bond CUSIP number.

To import bond price values from an export file previously exported from a Schwab Positions report select Pricing>Import Pricing>Schwab Bond Prices, select the appropriate Price Date and click ‘Import’. Select the previously saved Schwab Positions export file from the ‘Select Import File’ window and click ‘Open’ to start the import operation.  

 


Setup Price File

The Price File Description describes the layout of the price file which will be used in the Pricing>Import Pricing>Import function.  It is important to review the use of the "Test" button in order to preserve data integrity. The Price Import function can tolerate extraneous text within the price file since it will assume that each record is a price data record and will use the Closing Price and Price Date fields only if the Symbol/CUSIP field matches an expected value; invalid records are ignored. The File Descriptions are saved in the security database, {sec}.mdb.

Indicate in the 'Fields separated by' frame the character used to separate data fields in the price file to be imported. If comma or tab is selected, data file layout is described by data field Position as in the Variable Length Example below.

If data fields are not separated, the data file layout is described by the data field starting location and data field length as in the Fixed Length Example below. If data fields are not separated you must indicate if each data record is on a separate line; if not, you must indicate the number of characters (including spaces) in each record.

Variable Length Example

In this example, the Symbol is the first data field in the record, the Closing Price is in the second position, the Price Date is in the third position and there are 9 data fields in each record.

Fixed Length Example

In this example, the Closing Price field begins in position ‘22’ and has a length of 12 spaces (these values can be determined by matching the field value against the scale displayed immediately below).

 

 


Manual Pricing

Use the Main Menu Pricing>Manual Pricing function to enter security prices or to edit existing values. Securities included in the update list may be limited to those having a specified Security Type and/or Exchange setting and to those which are not marked as Inactive.

When the 'Use fixed Price Date' checkbox is checked and OK is clicked the selected Price Date is the default Price Date on the resulting screen. Any entry into a Close Price cell causes the selected Price Date to be assigned as the Price Date value for that Security. When the Enter key is pressed the Security record is edited to include the new date and price. If no new Value entry is made for a Security, the Date value is not changed. The Date on the Manual Pricing grid cannot be edited when the 'Use fixed Price Date' checkbox on the previous screen is checked. This option would be used when all of the new values to be entered have the same Date.

When the 'Use fixed Price Date' checkbox is not checked, the Price Date frame is eliminated from the initial screen. When OK is clicked entries can be made in both the Price Date and Close Price columns on the resulting grid. Pressing Enter with the cursor in a Price Date or Close Price cell causes the Security record to be edited to include the new date and value and advances the data entry field to the next Security. This option would be used when the new values being entered have different Dates.

The Values and Dates displayed on the grid are obtained from the Security records. Pressing the Up or Down Arrow key moves the data entry field without recording a new record.

 

 


Price Alerts

The Price Alert table has two purposes: (1) to list those securities whose current price is outside either the current High and/or Low Alert limits. The securities included in the table are determined by the selection in the Security Listing Options frame.

Press Enter after editing a High or Low Alert value to record the change.

 

 


Reports

There are three categories of reports available. The Portfolio Reports provide data concerning the status or performance of the selected portfolios; the Status, Total Return and Income reports also provide data concerning the individual holdings with the selected portfolio. The Portfolio Tax reports include three (Interest, Dividends and Capital Gains), which are formatted as attachments to the IRS Form 1040. The Tax Liability report lists estimated tax liability resulting from activity in the year selected, and the Foreign Tax Summary summarizes Dividend/Interest transactions recorded as payments of foreign tax.

The third group may be found in the Analysis Section, and contain analyses relating to either securities and/or portfolios.

There are also Data Listings to provide reports of the contents of the Data Records comprising Portfolio Analyzer database.

Reports may be displayed, printed to a file for later viewing or printing, or printed directly.

When printing any report to your printer or to file, you will have the option of page breaking with a change in portfolio, the selection for Header placement, and also a Windows printer option screen. Here you can change the selected printer, characteristics of the printer, and font selection.

Portfolio Reports
Data Listings
Report Header

 


Data Listings

Data listings list the records contained in the database. The various listing functions pertain to the various sections of the database except for the ‘Options by Underlying Security’ function which is a specialized Security File listing.

Security
Transactions
Portfolio ID's
Portfolio Activity
Name / Address
Options by Underlying Security
 

 


Security Data

This function lists data recorded in the Security Database, {sec}.mdb, for the selected securities.

The purpose of the function is for displaying or printing only. To edit or delete records, use the Data Entry-Security Data-Change/Delete Security function.
 

 


Transaction Data Listing

When a transaction is recorded, the data entered is saved on a transaction record in the current Transaction Database. The purpose of this function is to create a chronological list of transaction records for the selected portfolio(s) and security(s). The transactions included in the listing may be limited by Transaction Date and Transaction Code. In the 80-character version data from the closed side of the transaction, if any, is displayed below data from the open side. In the 132-character version, open and closed data are displayed on the same line.

The listing may be limited to transactions whose opening Amount is within specified limits.

The purpose of this function is for displaying or printing only. To edit or delete records, use the Data Entry-Transactions-Change/Delete function.

The ‘By Security’ Report Type selection provides a listing of transaction records grouped chronologically by Security.

The ‘By Date’ Report Type selection provides a listing of transaction records listed in order of Transaction Date.

Transfer type records used by Liquid Cash securities contain Origination Date and Audit Symbol fields. Although the report column headings do not provide for these fields, one or both of them are listed with Liquid Cash Transfer entries on the reports.

When a Stock Split of Merge is recorded, the Program creates a new duplicate record for each open acquisition type record, i.e. records of buy transactions and distributions which were reinvested into shares. These new records carry the new quantity and price values and, for mergers, they carry the new Security Name and Symbol. The Transaction Types and/or Tax Codes on certain new and pre-Split or pre-Merger records are lower-case for Program operation purposes. Pre- and Post-Split records carry the same security Symbol and Name. New Company Pre-Merger records carry the security Symbol and Name of the surviving or acquiring company. Pre-Split and pre-Merger closed records and Cash Dividends are not affected by a Split or Merger. 

 


Portfolio ID's Listing

This function lists Portfolio ID data recorded in the current Transaction Database for the selected portfolios. The listing can be restricted to those portfolios of a specific Type.

The purpose of this function is for displaying or printing only. To edit or delete records, use the Data Entry-Portfolio Data-Portfolio-Change/Delete Portfolio function.

To restrict Portfolio ID records listed based on Memo field entries, check the ‘Screen by Memo’ box.  To base the restriction on the total Memo entry, select ‘Total Memo’ and enter that Memo entry in the text box.  To base the restriction on a single character string, select ‘String’ and enter the string in the text box.  To base the restriction on a two or more character strings, select ‘String(s)’ and enter the strings, separated by spaces, in the text box. A character string of ‘gi’ or ‘if’ or ‘ft’ would cause records having the word ‘Gift’ in the Memo field to be listed.  The Screen function is not case sensitive.  

 


Portfolio Activity Listing

The purpose of the Portfolio Activity Listing is to list the Portfolio Activity (Balance, Deposit, Withdrawal, Tax and Fee) records of the selected portfolios. The listing can be limited to those of a selected Type and can be further limited to those containing a specified text string in the Memo field.

To restrict Portfolio Activity records listed based on Memo field entries, check the ‘Screen by Memo’ box.  To base the restriction on the total Memo entry, select ‘Total Memo’ and enter that Memo entry in the text box.  To base the restriction on a single character string, select ‘String’ and enter the string in the text box.  To base the restriction on a two or more character strings, select ‘String(s)’ and enter the strings, separated by spaces, in the text box. A character string of ‘gi’ or ‘if’ or ‘ft’ would cause records having the word ‘Gift’ in the Memo field to be listed.  The Screen function is not case sensitive.

 

 


Name / Address Listing

The purpose of the Name/Address File Listing is to list the Name/Address File records of the selected portfolios. The listing can be limited to those of a selected Type and can be further limited to those containing a specified text string in one or more of the record fields.

 

 


Options by Underlying Security Listing

The purpose of this listing function is to list the option Security File records of options having the selected security identified as the ‘Underlying Security’. The list can be limited to either or all option types, Call, Put, Future and/or Warrant. It can also be limited to those options which are not marked as ‘Inactive’ and to those whose ‘Expiration Dates” are within a specified date range. 

 


Report Header

A Report Header can be placed at the top of most reports sent to a file or printed. The header can contain any number of lines and may be caused to appear on all pages of the report or restricted to the first, even, or odd numbered pages. To create a new header or to edit an existing one, select Report Header under Reports on the Main Menu. After entering or editing a header, click the Save command button to save the entries made in the Report Header text box.

When you elect to print a report, a Report Setup window is displayed in which you can choose to use from zero to all of the lines established for the Header Title. If seven lines of Header Title have been saved and you elect to use three lines as a Header Title, the top three lines are used.

The Report Setup window allows you to select how many Report Header lines are to be placed at the top of a printed report or a report sent to file. You can also select whether to place the Report Header lines on All Pages, Even Numbered Pages, Odd Numbered Pages or only on the First Page. The Report Header lines can be either Centered on the page or Left Justified.

The Left Margin Adjustment value in the Report Setup window is the number of spaces inserted on the left side of the report to move it to the right when it is printed. If a number of blank lines are created at the top of the Report Header, the Report Header Lines value can be used to move the report down by the desired number of lines when printed.

If more than one Portfolio has been selected to be included in the report, you can choose to have each Portfolio start on a new page by checking the Page Break on Portfolio check box.

The currently selected Printer Font Name, Italic/Oblique, Bold and Size selections are shown. Click the 'Change Font Setting' option button if you want to change the font setting before printing the report or click the 'Use Current Font Setting' button to retain the current settings. The Font Setting options do not apply if you select the 'Print to file' check box in the Print dialog box to print the report to a text file.

After the desired entries have been made, click the OK Button.

 

 


Report Mode

Select Display to have the report displayed or select Print to have the report printed to file or to a printer without first being displayed. Displayed reports can be printed by clicking the Print command button on the display window.

 

 


Alerts

Price Alerts
Expirations
Dividends / Interest
Holdings Going Long Term

 

 


Expirations

This function lists bonds which will mature and options which will expire during the specified notice period. Select the Bond Maturity Date selection to cause the report to include bonds whose Maturity Date is within the notice period. Select the Bond Call Date selection to cause the report to include bonds whose Call Date is within the notice period. Select the Bond Maturity and Call Dates selection to cause the report to include bonds whose Maturity Date or Call Date is within the notice period.
 

 


Dividends / Interest

This report lists Holdings that are expected to pay Dividends or Interest during the selected ‘Number days notice’ period. The report is based on Dividend/Interest entries on each holding’s Security File record.

 

 


Holdings Going Long Term

This function lists holdings whose tax status will become ‘Long Term’ during the specified notice period.

 

 


Utility

The Utility actions perform functions that can modify information throughout your portfolios. Please be aware of what the utility does, and what it can impact before using.

Allocate Distributions
Allocate Interest / Calculate Yield
Create Portfolio Balance Record(s)
Create Portfolio Tax Record(s)
Recalculate Cost Basis
Recalculate Tax on Transactions
Global Edit
Preferences
 

 


Allocate Distributions

When an income-type record ("Dividend", "S.T. Distribution", "L. T. Distribution", "M.T. Distribution", "Util Reinvest" and "Interest") is recorded, that income is allocated to the quantity-type transactions responsible for that income. This utility recalculates the allocation amounts for holdings (except security Types Call, Put, Hard Asset, Other, Warrant, Zero and Cash-Liquid) and also recalculates the amount per share represented by these and "Return of Capital" distributions. Income and distribution per share values on the affected records are replaced by the newly calculated values.

Depending on the number of transaction records in the database for the selected securities and portfolios, and the speed of your computer, the time required to complete this allocation process could be several minutes.

 

 


Allocate Interest / Calculate Yield

This utility recalculates the average effective interest rate reflected by income records. The average effective interest rate is the interest rate, which if it was in effect since the last interest payment date and was applied daily to that day’s balance, would result in the interest amount received. Income and interest rate values on the affected records are replaced by the newly calculated values. The interest rate calculated for an interest transaction record is determined by the date and amount of that interest payment, the date of the previous interest payment and the dates and amounts of additions to and subtractions from the account between the previous and current interest payments. If any of this data is changed after recording an interest payment, the originally calculated interest rate is no longer correct. This routine may be used to recalculate the interest values if such changes have been made in a "Cash-Liquid" holding.

 

 


Create Portfolio Balance Record(s)

This function is used to create Portfolio File Balance records which contain the Portfolio value (Balance) and the theoretical tax liability on unrealized capital appreciation of all holdings owned by the portfolio(s) on the specified date. Balance record values are used in portfolio Rate of Return calculations; they also provide portfolio values on the Beginning Period date on Portfolio Status reports.

Balance values are determined as the sum of the values of all holdings owned on the Balance record date plus accrued interest for bond holdings. The accrued interest calculation is based on Security File Interest Date, Frequency and Amount values; if any of those fields is blank, no accrued interest is calculated. The per-share security values used in calculating Balance record values are obtained from the Security File record Closing Price or Price on Transaction files. If a price is not available for the selected Date the price for the next prior available date is used. Prior to creating the record(s), a 'Download Security Prices?' option is displayed. If 'Yes' is selected, prices for the Balance record Date will be downloaded and used in the calculation. The downloaded prices will also be used to update the Security File record for those securities whose current record contains a Closing Price value for an earlier Price Date. Securities for which prices are not available from Yahoo!® are listed on a Manual Pricing grid so that prices for the Balance record date can be entered manually. The grid initially displays the current Security File record Closing Price and Date. The theoretical tax liability value (combined state and federal) for a holding is the tax which would be due if the entire portfolio were liquidated on the date for which the balance is to be calculated.

For taxable portfolios, the tax on an individual holding is calculated by multiplying the applicable capital gains tax rate times the unrealized gain/loss on the holding (if the Tax Code on the transaction record is either Earnings Only or No) as of that date. The theoretical gain/loss is the difference between the value of the holding and its basis on the Balance record date.

For tax-deferred accounts, the tax liability will be the current balance times the combined federal and state tax rates for the portfolio, which is what would be owed if a distribution of that amount were taken.

For a Roth IRA, there will be no tax calculated.

 

 


Create Portfolio Tax Record(s)

Portfolio File Tax-type records are used by the program when calculating after-tax portfolio rate of return.

This utility creates Tax-type records for the specified Portfolios for the date range. The Tax Records will be created on a quarterly basis, corresponding with the tax due dates of the 15th of January, April, June, and September, if they do not already exist. Existing Tax Records for these dates will not be replaced. Tax record amount values are obtained from Transaction data records.

 

 


Recalculate Cost Basis

Use this utility to cause the Program to recalculate the Basis value of acquisition type transactions for specified Portfolio and/or Securities. Unless Adjust Basis records have been created, either manually or automatically, the basis is calculated as the Total Amount value of a transaction divided by the Quantity covered by the transaction. If Adjust Basis records have been generated, the basis value on a transaction record includes the effect of the amount of the subsequent Adjust Basis records.

Since the Total Amount value is rounded off to two decimals, recalculating Basis/share by dividing the Total Amount value by the Quantity value will result in a Basis/share value slightly different from the value initially on the record if the Quantity value is not an integer and/or the Price value contains more than two decimals. For example a Quantity of 5.678 times a Price of 3.456 results in a Total Amount of 19.62, rounded off to two decimals. Recalculating the Basis by dividing 19.62 by 5.678 results in a Basis of 3.455442 rather than 3.456000. Although both values are ‘correct’ they are different.

If values which determine the cost basis of an acquisition are changed, this utility may be used to recalculate the Basis value.

 

 


Recalculate Tax on Transactions

Among the data items included on Transaction File records is the estimated tax liability resulting from taxable activity, e.g. receipt of taxable dividends or realizing a gain/loss from sale of assets. Use the 'Utility>Recalculate Tax on Transactions' function to cause these tax liability values for all transactions in the named portfolio in the calendar year specified to be calculated (or re-calculated) based on the tax rates currently carried on a Portfolio Data Tax Rate record. These tax values are used only when calculating after-tax Portfolio Rate of Return Report values and after-tax Total Return Report rate of return values; they are not used in the Tax Liability Report.

The Federal Income Tax values are used to calculate estimated federal tax due on taxable dividends, interest and short term capital gains for transactions having a Federal Tax Exempt entry of "No". The Federal Long Term Capital Gains Tax values are used to calculate estimated federal tax due on long term capital gains for transactions having a Federal Tax Exempt entry of "No" or "Earnings Only".

The Federal Mid Term Capital Gains Tax values are used to calculate estimated federal tax due on mid term capital gains for transactions having a Federal Tax Exempt entry "No" or "Earnings Only".

The State Income Tax values are used to calculate estimated State tax due on taxable dividends, interest and short term capital gains for transactions having a State Tax Exempt entry of "No". The state tax portion of the Estimated Tax value does not consider the effect of the State Tax Exempt percent value on the Security File. The state tax calculated for transactions having a State Tax Exempt entry of "No" assumes the transaction amount is fully taxable by the state; if five percent of the amount is actually exempt from state taxation, the calculated state tax is overstated by about five percent.

The State Long Term Capital Gains Tax values are used to calculate estimated State tax due on long term capital gains for transactions having a State Tax Exempt entry of "No" or "Earnings Only".

The State Mid Term Capital Gains Tax values are used to calculate estimated State tax due on mid term capital gains for transactions having a State Tax Exempt entry of "No" or "Earnings Only".

 

 


Sort Price Files

This function is normally used under the direction of our Technical Support. It simply re-sorts the price files into the correct order. Although it should never be necessary for the User to re-sort a price file, the ability is provided in the unexpected event that it should be necessary.

 

 


Global Edit

Merge Portfolio
Duplicate Portfolio
Change Portfolio ID
Copy Holding(s)
Transfer Holding(s)
Change Symbol
Change Type
Change Tax Codes
Change Transaction Sub
Unclose Holding
Delete Holding
Delete Name/Address Records
Delete Security Records

 

 


Merge Portfolio

Use this function to cause the transactions of two portfolios to be copied to a new, currently non-existent portfolio. A new Portfolio ID record is also created for the new portfolio; the Portfolio ID is inserted as the ‘Name’ field.

 

 


Duplicate Portfolio

Use this function to duplicate all transaction, portfolio, and name/address data of a selected Portfolio into a new portfolio.

 

 


Change Portfolio ID

Use this function to cause the portfolio identifier to be changed on all Transaction Data and Portfolio Data records in the first named portfolio to that of the second portfolio. Use the Portfolio Data-Portfolio ID-Change/Delete function to change the Portfolio Name of the portfolio. Use the Utility>Global Edit>Transfer Holding(s) function to change the portfolio identifiers on the Transaction Data and Portfolio Data records of only a single holding. This effectively deletes the old portfolio.

 

 


Copy Holding(s)

Use this function to copy all transaction records involving a specified security in a Portfolio/Sub and duplicate them in a different Portfolio/Sub. One use of this function is to test the effect of transaction entries without disturbing your active data. For this purpose, use this function to copy all transactions involving a single holding to a "test" portfolio and then, when the testing is finished, delete the all transaction records for the "test" portfolio using the Delete Holding.

 

 


Transfer Holding(s)

The Transfer Holding utility moves all transaction records for an existing Portfolio ID, Security, and Sub number to a different Portfolio ID and Sub number.

 

 


Change Symbol

The Change Symbol utility changes the Symbol identifier for the selected security on its Security File record and also changes the Symbol identifier on all Transaction Data records for that security.

 

 


Change Type

The Change Type utility changes the Security Type of the selected security on its Security File record and also changes the Symbol Type on all Transaction Data records for that security. There are restrictions involving which types are interchangeable.

 

 


Change Tax Codes

The Change Tax Codes utility is used to change or conform the Tax Codes on all Transaction Data records of a holding in a specified Portfolio and Sub.

 

 


Change Transaction Sub

The Change Sub utility is used to change the Sub number on individual Transaction Data records of a holding in a specified Portfolio and Sub.

Click the ‘Change Sub’ button to cause transactions of the specified Portfolio/Security/Sub to be displayed on a grid. Click the ‘Sub #’ cell of a transaction, enter the desired Sub number and press ‘Enter’ to save the new Sub number onto the grid for that transaction. Click the Save button to save the new Sub numbers into the Transaction database.

 

 


Unclose Holding

The Unclose Holding utility removes the Closing (sell/close) data on transactions involving an existing Portfolio ID, Security, and Sub number for the selected date period.

 

 


Delete Holding

The Delete Holding utility deletes all transactions involving an existing Portfolio ID, Security, and Sub number. This action is non-reversible.

 

 


Delete Name/Address Records

The Utility>Global Edit>Delete Name/Address Records function provides the ability to delete Name/Address type records from the current transaction database.

Select the Portfolio for which records are to be deleted and then click OK to display the Type, Name and Account fields of all Name/Address records for that portfolio. Select the desired grid sort order from the options in the Grid Display Order frame. Double click the existing selection to reverse the ascend/descend order.

Click on any field of a record to select that record for deletion. After selecting a record you may Shift+Click another record to select all records between these selections. Clicking a previously selected record ‘un-selects’ that record.

Click the Delete Selected Records button to cause the highlighted records to be deleted.

 

 


Delete Security Records

The Utility>Global Edit>Delete Security Records function provides the ability to delete Security records from the security database, {sec}.mdb. The Symbol, CUSIP, Name and Inactive setting of all security records are displayed on the grid. Select the desired grid sort order from the options in the Grid Display Order frame. Double click the existing selection to reverse the ascend/descend order.

Click on any field of a record to select that record for deletion. After selecting a record you may Shift+Click another record to select all records between these selections. Clicking a previously selected record ‘un-selects’ that record.

Click the Delete Selected Records button to cause the highlighted records to be deleted.

 

 


Preferences

Initial Screen
Transfer Screen
 

 


Initial Screen

When Portfolio Analyzer is launched the Main Menu is displayed from which the various data entry and report functions can be selected. If you prefer that a particular data entry or report function be selected automatically when the program is launched, check that selection from the provided list.

 

 


Transfer Screen

Transfer type records generally accompany transaction records involving cash such as buying, selling, cash dividends, etc. For example the cash required for a stock purchase came from either a liquid cash account within the portfolio, a cash account not included in any portfolio or a liquid cash account in a different portfolio.

The Transfer Screen which is automatically provided after entering a transaction involving cash allows you to make a 'Transfer Funds' selection of either 'Inside Portfolio', 'Outside Portfolio', or 'Different Portfolio' to indicate the proper choice. Depending on the choice the program automatically creates either a 'Transfer' record for the appropriate Liquid Cash account and/or a portfolio Deposit or Withdrawal record. The Liquid Cash Transfer records are necessary to cause the Liquid Cash balance to be correct and the portfolio Deposit or Withdrawal records are necessary for calculation of Portfolio Rate of Return. Selecting the fourth 'Transfer Funds' choice of 'No Transfer' causes the program to create no transfer record.

To eliminate the display of the Transfer screen check the check box.

 

 


Transfer

Upon recording a transaction which involved either the payment or receipt of funds a window is displayed in which you first make a ‘Transfer Funds’ selection. Depending on the selection, the program will create either or both a Transaction File ‘Transfer’ type record in the designated Liquid Cash security or a Portfolio File ‘Deposit’ or ‘Withdrawal’ record or, if ‘No Transfer’ is selected, neither.

Outside Portfolio - If the transaction involved the use of funds from a source outside the portfolio, the Program will create a Portfolio ‘Deposit’ record to account for funds being added. If the transaction involved the receipt of funds which were not retained in the portfolio, the Program will create a Portfolio ‘Withdrawal’ record to account for funds. These ‘Deposit’ and ‘Withdrawal’ records are used when portfolio rate of return performance is calculated.

Inside Portfolio - If the funds involved in the transaction came from or were deposited in a ‘Liquid Cash’ account within the portfolio, select that ‘Liquid Cash’ security from the ‘Transfer Account Symbol’ list. If a ‘Transfer Symbol’ has been indicated on the Portfolio’s Portfolio ID record, that security will be the default ‘Transfer Account Symbol’ selection. The Program will create a ‘Transfer’ type Transaction record for that security. The ‘Total Amount’ value would be a negative value for transactions which require the payment of funds such as ‘Buys’ or closing Shorts or Writes and would be a positive value for transactions such as ‘Sales’ or receipt of Cash Dividends.

Different Portfolio - If the funds involved in the transaction came from or were deposited in a ‘Liquid Cash’ account within a different portfolio, select that Portfolio ID and then select the appropriate ‘Liquid Cash’ security from the ‘Transfer Account Symbol’ list. The Program will create three records. If the transaction involved the expenditure of funds, a Portfolio ‘Deposit’ record will be created for the original portfolio, a Portfolio ‘Withdrawal’ record will be created for the Transfer portfolio and a negative ‘Transfer’ type Transaction record will be created for the selected Transfer Account in the specified Sub Number of the Transfer portfolio. If the transaction involved the receipt of funds, a Portfolio ‘Withdrawal’ record will be created for the original portfolio, a Portfolio ‘Deposit’ record will be created for the Transfer portfolio and a positive ‘Transfer’ type Transaction record will be created for the selected Transfer Account in the specified Sub Number of the Transfer portfolio. If a ‘Transfer Symbol’ has been indicated on that Portfolio’s Portfolio ID record, that security will be the default ‘Transfer Account Symbol’ selection.

No Transfer - Select ‘No Transfer’ to prevent any transfer record from being automatically created. This choice would be made if you are re-entering a transaction which had been deleted. It might also be used if you are recording the exchange of one mutual fund for another in the same mutual fund family. This would be recorded by selling the first and then buying the other where the sale ‘amount’ and purchase ‘amount’ are equal. You may choose to not have the transfer records created because you have no liquid cash fund or you prefer to not have the counter-balancing records created since they would have no effect on any other calculation.

If the Security database contains no Liquid Cash type security, Outside Portfolio and No Transfer are the only choices available. If only one portfolio exists in the Current Transaction Database, the Different Portfolio choice is not available.

 

 


Calculator

Selection of this item pops up a working calculator on the screen.

 

 


Repair Database

A database can become corrupted if the program is closed unintentionally during a data entry operation due to a power outage or computer hardware problem. This function attempts to repair

 

 


Backup Databases

To copy databases to a floppy or different directory, select the Backup Database command from the File menu. Select the names of the files to be backed up from the Database list. Hold down the Shift or Ctrl key while selecting files to select multiple files.

Select the drive on which the files are to be copied from the Target Drive drop-down list. Select the directory (folder) in which the files are to be copied from the Target Directory list. Click OK to cause the selected files to be copied to the selected directory on the selected drive.

To copy files to a CD you must use Windows Explorer or your CD burning software.

 

 


Balance Record

A Balance record contains the Portfolio value (accrued interest on bonds should be included) on a stated date (at 11:59 PM). Rate of return calculations consider that the Balance value on a given day includes the effect of deposits and withdrawals made on that date. A Balance record is required for both the Beginning Date and the Ending Date when creating a Rate of Return Report. This record also includes a field for the Portfolio's theoretical tax liability on accrued interest and unrealized capital gains. This value is used only when after-tax ROR values are calculated.

 

 


Fee Record

Fee records are used only if net of fees Rate of Return reports are needed. If funds are withdrawn from a portfolio to pay fees and net of fee reports are to be generated, a Withdrawal record reflecting the withdrawal must be entered in addition to the Fee record. If the 'Create Withdrawal record in amount of Fee record also' check box is checked when a new Fee record is created, a Withdrawal record in the same amount will also be created. When calculating an after-fee ROR, the Program treats Fee records as deposits thus resulting in a lower performance value.

If fees are deducted from portfolio funds (thus reducing the portfolio value), but a Withdrawal record reflecting the deduction is not entered, ROR values calculated will actually be "net of fees" even when the "Net of Fees" check box on the report entry screen is unchecked.

 

 


Tax Record

The tax amount values on Tax records are used only in the calculation of the after-tax Rate of Return reports; these records are required if both before and after tax reports are to be generated. The value entered should be the tax amount due to income and/or gains resulting from investments in the portfolio; it should not include taxes resulting from non-investment income such as salaries, pensions, etc. If funds were withdrawn from a portfolio to pay taxes and both before and after-tax reports are to be generated, a Withdrawal record reflecting the tax payment must be entered in addition to the Tax record. If the 'Create Withdrawal record in amount of Tax record also' check box is checked when a new Tax record is created, a Withdrawal record in the same amount will also be created. When calculating an after-tax ROR, the Program treats Tax records as deposits.

 

 


Portfolio Type - Add

Use the Portfolio>Portfolio Type>Add New Type function to add Portfolio Type entries into the Portfolio Type list.

To create a new Portfolio Type, enter a Type Code in the Code box and the desired Type Name in the Name box and click Save. If the entered Code is already in use you will be advised to change it or to leave it blank in which a Code will be created by Portfolio Analyzer.

 

 


Portfolio Type - Change/Delete

Use the Portfolio>Portfolio Type>Add/Change/Delete Types function to edit or delete Portfolio Type entries in the Portfolio Type list.

To delete an existing Type, select that Type and click Delete.

To edit an existing Type Code or Name, make the desired change and click Save.

 

 


Portfolio Type - Assign to Portfolio

The Portfolio>Portfolio Type> Assign Type to Portfolio function generates a list of all portfolios to enable the assignment, replacement or removal of Portfolio Type entries. The Type assignment for a single portfolio may also be made when a portfolio is initially created using the Portfolio> Add Portfolio function and also by using the Portfolio> Change/Delete Portfolio function.

A list of the currently existing Portfolio Types is located at the top of the portfolio list. To add or change the current Type entry for a Portfolio, select the desired Type from the Portfolio Type list and then click the Portfolio Type cell of a portfolio to assign that Portfolio Type selection to the portfolio. To eliminate, rather than replace an existing Type entry, select 'None' as the Portfolio Type.

 

 


Portfolio Type

The Portfolio Type property of a Portfolio ID may be used to identify the type of assets in the 'portfolio' such as equities, fixed income, etc.

The Portfolio Type property may also be used as a 'sub-account' identifier if the Account Number is your primary identifier. For example, a single Account Number may pertain to a group of mutual funds or other assets. In this case, Deposit, Withdrawal, Balance, etc values would be recorded for the various sub accounts (Account Number-Portfolio Type pairs) which would all have unique 'Portfolio ID' values which are the key identifiers used by Portfolio Analyzer to identify the entity to which the Deposit, Withdrawal, Balance, etc. values apply.

 

 


Create a Portfolio Data Listing

To create a portfolio data listing, select the Portfolio ID's command from the Listings menu. Select the portfolio(s) to be included in the listing, select a Report Mode of either Display or Print and then click the OK command button.

To restrict Portfolio records listed based on Memo field entries, check the 'Screen by Memo' box. To base the restriction on the total Memo entry, select 'Total Memo' and enter that Memo entry in the text box. To base the restriction on a single character string, select 'String' and enter the string in the text box. To base the restriction on a two or more character strings, select 'String(s)' and enter the strings, separated by spaces, in the text box.

A character string of 'gi' or 'if' or 'ft' would cause records having the word 'Gift' in the Memo field to be listed. The Screen function is not case sensitive.

 

 


Portfolio ID Listing - Portfolio Selection

A Portfolio Listing can be created for a single specified portfolio or for each of a group of specified portfolios. Select from the Portfolio Selection List Box the portfolio(s) you want included in the report. Double-clicking any Portfolio ID causes all portfolios to be selected for inclusion in the report. Multiple portfolios can be selected by depressing the Ctrl key while clicking on a portfolio entry in the Portfolio Selection List Box.

The Portfolio ID Wild Card Entry Text Box may be used to cause all portfolios whose ID's match the wild card entry to be selected. The Portfolio Type Selection List may be used to cause all portfolios having the selected Portfolio Type to be selected. Select the Type option to toggle the Portfolio ID Wild Card Entry frame to Portfolio Type Selection or Select the Wild option to toggle the Portfolio Type Selection to Portfolio ID Wild Card Entry frame.

A previously saved Portfolio Group selection may be used to select portfolios by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name.

To print the displayed report or to write it to an ASCII file, click the Print Command Button to display the Windows Print Dialog Box. To write the report to an ASCII file, select the Print to File Check Box and then enter or select a file name and path in the Windows Save As Dialog Box.

 

 


Portfolio Type Selection

To select all portfolios having the same Portfolio Type assignment, select that Type from the Portfolio Type Selection list.

Use the Portfolio>Portfolio Type function to edit the Portfolio Type Selection list. Use the Portfolio>Change/Delete Portfolio function to enter or change the Portfolio Type assignment of a Portfolio.

 

 


Rate of Return Report - Portfolio Group

A group of selected portfolios may be saved for future use by clicking the New command button to create a blank text field in the Portfolio Group Text Box, entering a name (up to 9 characters) in the blank field and then clicking the Save command button. A previously saved Portfolio Group selection may be used by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name. Clicking the Portfolio Group Delete command button deletes a Portfolio Group from the list. To change the portfolios included in an existing group, select that group, make the desired changes to the portfolio selections and then click the Save command button.

If more than one Portfolio Group has been created a Print Multiple Groups check box is present. When this check box is checked the Drop-Down Text Box is replaced by two Option Buttons: Select Group and All Groups.

If the Select Group button is selected a list of all Portfolio Groups is displayed from which one or more Groups may be selected. Click the OK button on the Select list to select the highlighted Groups.

Click the ROR Entry OK button to print the ROR report(s) for the selected Groups.

 

 


Portfolio Group

A group of selected portfolios may be saved for future use by clicking the New command button to create a blank text field in the Portfolio Group Text Box, entering a name (up to 9 characters) in the blank field and then clicking the Save command button. A previously saved Portfolio Group selection may be used by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name. Clicking the Portfolio Group Delete command button deletes a Portfolio Group from the list. To change the portfolios included in an existing group, select that group, make the desired changes to the portfolio selections and then click the Save command button.

 

 


Portfolio ID Listing - Report Mode

Select Display to have the listing displayed or select Print to have the listing printed to file or to a printer without first being displayed. Displayed listings can be printed by clicking the Print command button on the display window.

The maximum length of the listing is 2000 lines. If the displayed listing will exceed the length limitation, you are given the option of displaying the top portion up to the limit or canceling the listing generation.

 

 


Beginning & Ending Dates

The Beginning Date and Ending Date drop down lists contain the Balance record dates pertaining to the currently selected portfolio(s). Beginning Dates listed are those earlier than the currently selected Ending Date. Ending Dates listed are those later than the currently selected Beginning Date.

Since a Balance record is interpreted as the value of a portfolio at the end of the day on the record date, to obtain a report for the calendar year 2004, the Beginning and Ending Dates should be 12-31-2003 and 12-31-2004, respectively.

If multiple portfolios are selected and each has a Balance record recorded for both the Beginning and Ending Date and Single is selected as the Report Period, a Grand Total is included at the bottom of the report.

 

 


After Tax

If the After Tax option button is selected the Portfolio Gain/Loss values will include the effect of recorded Tax values. Displayed Balance values are net of Unrealized Tax values on those records and Tax values are displayed in the Tax column.

 

 


Net of Fees

If the After Net of Fees option button is selected the Portfolio Gain/Loss values will include the effect of recorded Fee values. Fee values are displayed in the Fee column.

 

 


Report Type

Select Detail to cause the report to display the date and amount of all Deposit and Withdrawal values. If multiple Deposit and/or Withdrawal values exist on a single date the net of the values is displayed. If After Tax or Net of Fees is selected, the Tax and/or Fee values are displayed by date.

Select Summary to cause the sum of the Deposit/Withdrawal, Tax and Fee values over the Gain/Loss period to be displayed.

 

 


Portfolio Rate of Return

To open the ROR Report Entry screen, either select Analysis>Portfolio Rate of Return, press Ctrl+R or click the Percent icon. The ROR Report Entry window contains selections which determine the nature of the Rate of Return Report to be generated. The selections to be made include:

Composite Report - Yes or No
Report Type - Summary or Detail
Compounding Frequency - Daily or Annual
Multi-Year Report - Yes or No
Before/After Tax - Yes or No
Net of Fees - Yes or No
Include Cents - Yes or NoPortfolio Selection - ALL, Single ID, Multiple ID's, Wild Card Entry, Portfolio Group
Beginning Date - Report Beginning Date
Ending Date - Report Ending Date
Report Width - 80 characters or 132 characters
Report Mode - Display or Print
 

Note that rate of return values are calculated from the Balance record value on a beginning date to the Balance record value on an ending date, therefore, a minimum of two Balance record values are required to calculate a rate of return. Note also that the program does not interpret a Deposit record as a Balance record, even if it is a portfolio's first record. Since a portfolio whose value is zero cannot grow, regardless of the growth rate, a rate of return cannot be calculated for a period in which the beginning date Balance record value is zero.

After report selections have been made click the OK button. If the Period Returns selection is "Single" and the Composite Report selection is not checked, the rate of return calculated for each of the selected portfolios is based on a portfolio's oldest Balance record having a date later than the Beginning Date entry and the portfolio's latest Balance record having a date prior to the Ending Date entry.

After the report is displayed, the font used to display the report may be changed by selecting the desired font from the drop-down list at the upper left corner of the display. The selected font will be the default font for subsequent reports. Most available fonts have more than one available font size. When such a font has been selected, changing the report width by maximizing or by dragging a report left or right edge will cause the font size to adapt to the new report width.

After the report is displayed, it may be printed or written to an ASCII file by clicking the Print Button. After clicking the OK Button on the Report Setup Dialog, the Windows Print Dialog is displayed. To write the report to an ASCII file, select the Print to File Check Box and then enter or select a file name and path in the Windows Save As Dialog. If the report is an 80-character, multi-portfolio, non- composite report, the option to have each portfolio begin on a new page is available only by Selecting "Print" as the Print Mode in the report entry window.

Two performance values, Total Return and Annual Return, are calculated. The Total Return value is the performance over the period defined by the Beginning Balance date and the Ending Balance date. The Annual Return is the annualized performance assuming an average year of 365.25 days. Both values are "Total Return" values in that they include the effect of both the change in balance value from the Beginning balance date to Ending balance date and also the effect of deposit and withdrawal activity within the calculation period.

If a non-Special Report was created, a Total Return graph of up to 5 Portfolios may be created by selecting the desired portfolios from the Rate of Return Report and then clicking the Graph button. Select or de-select a Portfolio by clicking any row related to that Portfolio on the report.

For reports covering more than one portfolio and for which each portfolio has a Balance record for the Ending Date, click the Chart button to create a pie chart representing the Ending Date Balance values of the portfolios. If the pie chart is created from an after- tax report, option buttons are provided to cause the depicted balance values to be either before-tax or after-tax values. The after-tax value is the Ending Date Balance value minus the Balance record tax value.

 

 


Rate of Return Calculation Methods

Three methods for calculating rate of return values are provided: Daily Valuation, Modified Dietz and Modified IRR (Modified BAI). All are accepted by the Association for Investment Management and Research (AIMR) and Global Investment Performance Standards (GIPS) for use in calculating time-weighted rate of return values, i.e. values which exclude or minimize the effect of external cash flows. An ROR value which excludes the effect of external cash flows is a measure of the result of only how the money is invested whereas an ROR value which includes the effect of external cash flows is a measure of the result of both how a portfolio's money is invested and also the effect of the amount and timing of money made available for investing.

The Daily Valuation Method uses a geometric linking technique in the calculation of an exact rate of return value which minimizes or excludes the effect of external cash flows, i.e. deposits and withdrawals to and from the portfolio. The link periods are determined by the dates of the Balance records. If a portfolio Balance record has been entered for each date for which deposit and withdrawal records are entered within the calculation period the Daily Valuation method excludes the effect of external cash flows. If a portfolio Balance record has been entered for each date for which ‘large’ deposit and withdrawal records are entered the Daily Valuation method minimizes the effect of external cash flows. If no portfolio Balance records have been entered for any date for which deposit and withdrawal records are entered within the calculation period the Daily Valuation result includes the effect of external cash flows.

The Modified Dietz method calculates an approximate rate of return value which includes the time and magnitude effect of deposits to and withdrawals from the portfolio. The value calculated will be close to that obtained using the Modified IRR (Modified BAI) method if the Deposit and Withdrawal values within the calculation period are small, relative to the portfolio value.

The Modified IRR (Modified BAI) method generates the internal rate of return value which takes into account the amount and timing of all deposits to and withdrawals from the portfolio during the analysis period. The internal rate of return is the interest rate which, if in effect throughout the report period and taking into account the amount and timing of all deposits and withdrawals to and from the portfolio during the period, would cause the beginning balance to grow (or decline) to the closing balance.

The Modified Dietz and IRR methods can be used to calculate ROR values which minimize the effect of cash flows by calculating ‘Period Returns’, and selecting Cumulative From Beginning Date values and Geometrically Linking the Cumulative Returns.

 

 


Rate of Return Report - Period Returns

Select the 'Period Returns' Single Option Button to calculate the performance over the 'single' period defined by the selected Beginning and Ending Dates. Select either the Monthly, Quarterly or Yearly Option Button in the Period Returns frame to obtain "period" results. If the Calendar Periods check box is checked, a Monthly period is the interval from the last day of one month through the last day of the succeeding month, a Quarterly period is the 3-month interval following December 31, March 31, June 30 and September 30 and a Yearly period is the interval from December 31 of one year through December 31 of the succeeding year; if the Beginning Date is not the end of a calendar period, the first period extends from the Beginning Date through the normal period end date. If the Calendar Periods check box is not checked, the period begin and end dates are determined by the selected Beginning Date; a Monthly, Quarterly or Yearly period is the interval from the beginning day of a period through that day one month, three months or twelve months later.

If cumulative return values are also desired, check either the Cumulative From Beginning Date or Cumulative To Ending Date Check Box. Calculation of multiple period ROR values requires that Balance records in the Transaction File exist for the affected portfolios for each needed anniversary date.

If the Beginning and Ending Dates encompass multiple periods, rate of return values are calculated for each period for which beginning and ending Balance records exist; however, if a Balance record is not available for the end of the first period for a portfolio, no period returns are calculated for that portfolio.

 

 


Annualized Performance

The Annual Return is the performance over a period of an average year consisting of 365.25 days.

 

 


Rate of Return Report - Multi-Year Report

Select Multi-Year Report to generate a performance report which lists for each portfolio the performance during each calendar year within the period defined by the Beginning and Ending Date selections. Since the performance periods are calendar years, the performance calculation requires Balance records for December 31 of the year prior to the report year and for December 31 of the report year. When the Multi-Year Report check box is clicked, only December 31 values are included in the Beginning and Ending Date lists.

Data included on the report includes the Portfolio ROR and the end-of year Balance value. If more than one Portfolio has been selected for the report also includes the percent each Portfolio's Balance value is of the total Balance value for each year. 

 

 


Rate of Return Report - Report Type

Select either the Report Type Summary or Detail Option Button to indicate the report type wanted. The Summary report lists only the portfolio value on the beginning and ending dates and the portfolio rate of return. The Detail report lists the Portfolio cash deposit and withdrawal activity and tax and/or fee amounts in addition to the data listed on the Summary report.

 

 


Rate of Return Report - Report Width

After-Tax Summary type Rate of Return reports can be created in either an 80 or 132 character format. The wide format uses one line to display the same data displayed on two lines in the 80-character format. The Extended Report is available in only the 132- character format if all 9 Report Design selections are checked. When printing a wide- format report on 8-1/2 inch wide paper, be sure to use a condensed print (16 to 17 cpi) fixed pitch font to prevent the report from scrolling.

 

 


Report Entry Preset

The preset selections enable you to save up to three Report Entry settings layouts for future use. The Report Entry settings saved are all selections other than those in the Portfolio and Active Benchmark Selection frames and Beginning and Ending Date frames.

To save the current Report Entry settings check either the A, B or C check box in the Report Entry Preset frame and then click Save.

If either the A, B or C check box is checked when the Report Entry screen is closed that check box will be checked the next time the Report Entry screen is opened and the settings will be set as saved for that preset selection. Un-checking a Preset check box causes the Report Entry settings to be set to a basic layout.

 

 


Rate of Return Report - Portfolio Selection

Rate of Return Reports can be created for a single specified portfolio or for each of a group of specified portfolios. Select from the Portfolio Selection List Box the portfolio(s) you want included in the report. Double-clicking any Portfolio ID causes all portfolios to be selected for inclusion in the report. Multiple portfolios/accounts can be selected by depressing the Ctrl key while clicking on a portfolio entry in the Portfolio Selection List Box.

The Portfolio ID Wild Card Entry Text Box may be used to cause all portfolios whose ID's match the wild card entry to be selected. The Portfolio Type Selection List may be used to cause all portfolios having the selected Portfolio Type to be selected. Select the Type option to toggle the Portfolio ID Wild Card Entry frame to Portfolio Type Selection or Select the Wild option to toggle the Portfolio Type Selection to Portfolio ID Wild Card Entry frame.

A previously saved Portfolio Group selection may be used to select portfolios/Accounts by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name.

 

 


Aggregate Composite Performance

The composite performance calculations are made using the Transaction and Portfolio records of the selected portfolios as though they were in a single composite portfolio.

 

 


Rate of Return Report - Beginning & Ending Dates

The Beginning Date and Ending Date drop down lists contain the Balance record dates pertaining to the currently selected portfolio(s). Beginning Dates listed are those earlier than the currently selected Ending Date. Ending Dates listed are those later than the currently selected Beginning Date.

Since a Balance record is interpreted by Portfolio Analyzer to be the value of a portfolio at the end of the day on the record date, to obtain the rate of return for the calendar year 2004, the Beginning and Ending Dates should be 12-31-2003 and 12-31-2004, respectively.

The Beginning Date entry also establishes Period Returns anniversary dates.

 

 


Rate of Return Report - Before/After Tax

Select the Before/After Tax Check Box (Check Box includes an "X") to cause the report to include rate of return values both before and after taxes; if the Before/After Tax Check Box is not selected, the report calculates only before-tax values. For the after-tax normal rate of return calculation, the Program adjusts the beginning and closing balances by the values in the Tax Amount fields (if any) on the Beginning and Ending Date Balance records; in addition, Tax records during the report period are treated as portfolio deposits in calculating the after-tax rate of return.

 

 


Rate of Return Report - Net of Fees

Select the Net of Fees Check Box (Check Box includes an "X") to cause the report to calculate net of fees rate of return values. For the net of fees rate of return calculation, the Program treats Fee records during the report period as portfolio deposits.

In addition to Beginning and Ending Date Balance values and performance values, the 80-character Detail report includes Deposit/Withdrawal and Fee records; the 132- character report includes these values and also includes the portfolio Net of Fees Gain/Loss value.

 

 


Rate of Return Report - Include Cents

Select the Include Cents Check Box (Check Box includes an "X") to cause currency values in the report to include cents. If the Include Cents Check Box is not selected, currency values are rounded to the nearest whole number for display.

 

 


Rate of Return Report - Compounding Frequency

Select from the Compounding Freq Option Buttons the desired compounding frequency to be used in rate of return calculations. Rate of return values may be calculated using compounding frequencies of daily or annual. For compounding calculations, the number of days in a time period is the actual number of days including the effect of leap years and a year is assumed to contain 365.25 days. The period defined by beginning and ending dates of 12-31-93 and 12-31-94 contains 365 days but in annual compounding calculations is considered to comprise .9993 years (365/365.25); the period defined by 12-31-90 and 12-31-94 comprises 4.0000 years (1461/365.25).

 

 


Rate of Return Report - Geometrically Linked Cumulative Returns

When either the Monthly, Quarterly or Yearly Period Return button is selected rather than Single, the Cumulative From Beginning Date and Cumulative To End Date check boxes are enabled. If either of these is checked, two methods are available for calculating the cumulative performance values.

If the Check Box captioned Geometrically Linked Cumulative Returns is checked, the Cumulative "Total Return" values are calculated by geometrically combining the intermediate (Monthly, Quarterly or Yearly) values; the cumulative "Total Return" values are annualized to determine the cumulative "Annual ROR" values. If a 'Period Return' selection of 'Yearly' has been made and the Geometrically Linked Cumulative Returns box is checked, 'Average Annualized' ROR values are calculated for the "cumulative" period intervals, i.e. the intervals starting on the beginning date of the period and ending on the report "Ending Date". The 'Average Annualized' values are the arithmetic average of the "Annualized ROR" values since the period beginning date.

If the 'Geometrically Linked' Check Box is not checked, the Cumulative "Annualized ROR" values are calculated using the transaction data between the beginning date and the intermediate dates; the cumulative "Annualized ROR" values are used to calculate the cumulative "Total Return" values.

 

 


Rate of Return Report - Cumulative From Beginning Date

When a Period Returns selection other than "Single" has been made, the performance of each period (month, quarter or year) within the selected date span is calculated. Check the Cumulative From Beginning Date Check Box to also calculate the rate of return from the initial period Beginning Date to the end of each period (month, quarter or year).

If the performance of a single portfolio is being calculated and a Period Returns selection of "Annual" has been made, "Average Annual" return values are calculated for the "cumulative" period intervals, i.e. the intervals starting on the "Beginning Date" and ending on the end-of-period date of the current interval. The "Average Annual" values are the arithmetic average of the "Annual ROR" values since the Beginning Date. "Total Return" (the return over the total period) and "Annual ROR" (the annualized return for the period) values are calculated for all reports.

 

 


Rate of Return Report - Cumulative To Ending Date

When a Period Returns selection other than "Single" has been made, the performance of each period (month, quarter or year) within the selected date span is calculated. Check the Cumulative To Ending Date Check Box to also calculate the rate of return from the beginning date of each period (month, quarter or year) to the end date of the latest period in the report.

If the performance of a single portfolio is being calculated and a Period Returns selection of "Annual" has been made, "Average Annual" return values are calculated for the "cumulative" period intervals, i.e. the intervals starting on the beginning date of the period and ending on the report "Ending Date". The "Average Annual" values are the arithmetic average of the "Annual ROR" values since the beginning date of the period. "Total Return" (the return over the total period) and "Annual ROR" (the annualized return for the period) values are calculated for all reports.

 

 


Rate of Return Report - Composite Report

When multiple portfolios have been selected and either the Show Each Portfolio or Composite Only Check Box is marked, depending on Balance record requirements, rate of return values are calculated for a composite of the selected portfolios. If the Show Each Portfolio Check Box is marked the report also includes rate of return values for each selected portfolio. If the Composite Only Check Box is marked, only the composite rate of return value is displayed. If the Balance record requirements are not met, no report is generated since a composite performance cannot be calculated.

Composite "Asset-weighted" Rate of Return Report

The composite rate of return may be calculated as the weighted average of the individual portfolio rate of return values. The weighting factor may be either the beginning date portfolio value of the individual portfolios (Asset Weighted) or the beginning date portfolio value plus the sum of time-discounted cash flow (Asset + Cash Flow Weighted). Cash flow amounts included in the Asset + Cash Flow weighting factor are discounted to account for the portion of the report period the deposit or withdrawal amount was effective. If the time period covered by a report is 1000 days and a portfolio had a $100 deposit made on the 100th day of the period, $90 is added to the weighting factor since the $100 affected 90 percent of the period.

Composite Aggregate Rate of Return Report

Select Aggregate in the Composite Calculation Method frame to calculate the composite rate of return for a group of portfolios when using a "time-weighted" method by treating the group as a single composite portfolio.

To obtain a composite internal rate of return report, one or more of the selected portfolios must have a Balance value (greater than zero) on the Beginning date and also a Balance record for the Ending date.

The composite rate of return is calculated as if the selected group of portfolios were a single portfolio; the composite beginning and ending date balances are the sums of the individual portfolio balances and the individual portfolio deposit and withdrawal activity is treated as if it all applied to a single composite portfolio.

Since Portfolio Analyzer never assumes the value of a portfolio, a portfolio which does not have Balance values on either or both the Beginning and Ending dates will be included in the composite report only if its data records indicate it did not exist on either or both the Beginning or Ending dates but did exist during the report date span.

A portfolio which does not have a Balance value on the Beginning date may be included in the composite report if it has a Balance record for a date later than the Beginning date and has no earlier data records (other than a Deposit record having the same amount and date as the initial Balance record) thus indicating the portfolio was initiated during the report time span.

A portfolio which does not have a Balance value on the Ending date would not be included in the report unless it has a zero value Balance record whose date is prior to the Ending date indicating that the portfolio was either liquidated (as evidenced by a Withdrawal record having the same date as the zero Balance record) or became worthless during the report time span. The portfolio would not be included if it has other later transaction records.

All three composite methods are accepted by AIMR and GIPS as asset-weighted approaches. If when using a Time-weighted calculation method to calculate the composite performance of a group of portfolios and one or more of which came into being after the report beginning date and/or was liquidated prior to the report ending date, only the Aggregate selection will cause a composite performance to be calculated.

If the 'Include Dispersion Calculation' check box is checked, Dispersion values are displayed near the Composite return values. Dispersion values are calculated only if all portfolios in the composite group had non-zero balance values on both the report beginning and ending dates.

 

 


Rate of Return Report - Report Mode

Select Display to have the report displayed or select Print to have the report printed to file or to a printer without first being displayed. Displayed reports can be printed by clicking the Print command button on the display window.

The maximum length of a displayed 132-character report is 142 lines; the maximum length of a displayed 80-character report is 2000 lines. If the displayed report will exceed the length limitation, you are given the option of displaying the top portion up to the limit or canceling the report generation.

 

 


Active Portfolio

The program considers a Portfolio to have become active on the day of its earliest non-zero Balance record and to have ceased to be active on the date of a later zero Balance record. If a Portfolio is closed or liquidated, create a Withdrawal record in the amount of the Portfolio value on its closing date and also create a zero Balance record for that day. It the Portfolio became worthless, simply create a zero Balance record for that day. Transaction records should not be created for a Portfolio for dates prior to the date on which it became active nor for dates later than the date on which it became inactive.

 

 


Report Setup

If no Header Title is wanted on the printed report or report written to an ASCII file, enter 0 in the Report Title Lines Text Box in the Report Setup Dialog. If a Header Title is wanted, enter the number of header lines desired and make Report Title Placement and Report Title Pages selections. The Report Title Placement Drop-Down List selections provide for the Header Title to be centered (left-right) on the page or left-justified. The Report Title Pages Drop-Down List selections provide for the Header Title to be placed on only the first page of the report, on only the even-numbered pages, on only the odd-numbered pages or on all pages of the report.

Enter a Left Margin Adjustment value to increase the left margin. The top margin can be increased by increasing the Report Title Lines value if a number of blank lines has been saved at the top of the Report Title.

For 80-character, multi-portfolio, non-composite reports, check the "Page Break on Portfolio" Check Box to cause the report for each portfolio to begin on a new page.

The currently selected Printer Font Name, Italic/Oblique, Bold and Size selections are shown. Click the 'Change Font Setting' option button if you want to change the font setting before printing the report or click the 'Use Current Font Setting' button to retain the current settings. The Font Setting options do not apply if you select the 'Print to file' check box in the Print dialog box to print the report to a text file.

After the desired entries have been made, click the OK Button.

 

 


Create a Report Header Title

A report header title can be included at the top of reports sent to file or printed. A Header Title would likely be a name and address but could be only blank lines which could be used to create a top margin. To create a new header title or to edit an existing one, select Report Title from the Listings menu. After entering or editing a header title, click the OK command button to save the entries made in the Report Title text box. When you elect to print a report, you are given the opportunity to use from zero to all of the lines established for the Header Title. If seven lines of Header Title have been saved and you elect to use three lines as a Header Title, the top three lines are used.

After entering a Header line, press Enter to advance the insertion point to the next line.

 

 


Create a Transaction Listing

To create a transaction data listing, select the portfolio(s) whose transaction data is to be listed. The transactions included in the listing can be limited to those of a given Type by selecting that Type from the Type drop-down list box; select All to include all transaction types in the listing. The transaction date range is limited by the Beginning Date and Ending Date selections. Select a Report Mode of either Display or Print and then click the OK command button.

Total Fee, Tax, Deposit, Withdrawal and Net Deposit/Withdrawal values are shown for listed transactions for each Portfolio included in the listing. Grand total values are also shown for all listed portfolios. Balance record totals are also shown if multiple portfolios are selected to be included in the report and the Beginning and Ending Dates are the same.

 

 


Transaction Listing - Portfolio Selection

A Transaction Listing can be created for a single specified portfolio or for each of a group of specified portfolios. Select from the Portfolio Selection List Box the portfolio(s) you want included in the listing. Double-clicking any Portfolio ID causes all portfolios to be selected for inclusion in the listing. Multiple portfolios can be selected by depressing the Ctrl key while clicking on a portfolio entry in the Portfolio Selection List Box.

The Portfolio ID Wild Card Entry Text Box may be used to cause all portfolios whose ID's match the wild card entry to be selected. The Portfolio Type Selection List may be used to cause all portfolios having the selected Portfolio Type to be selected. Select the Type option to toggle the Portfolio ID Wild Card Entry frame to Portfolio Type Selection or Select the Wild option to toggle the Portfolio Type Selection to Portfolio ID Wild Card Entry frame.

A previously saved Portfolio Group selection may be used to select portfolios by clicking on the Drop-Down Text Box control button and then clicking on the desired Group Name.

To print the displayed listing or to write it to an ASCII file, click the Print Button to display the Windows Print Dialog. To write the listing to an ASCII file, select the Print to File Check Box and then enter or select a file name and path in the Windows Save As Dialog Box.

 

 


Transaction Listing - Report Mode

Select Display to have the listing displayed or select Print to have the listing printed to file or to a printer without first being displayed. Displayed listings can be printed by clicking the Print command button on the display window.

The maximum length of the listing is 2000 lines. If the displayed listing will exceed the length limitation, you are given the option of displaying the top portion up to the limit or canceling the listing generation.

 

 


Delete a Portfolio

To delete a portfolio, select the Change/Delete Portfolio function from the Portfolio menu. Either enter in the Portfolio ID text box the portfolio ID of the portfolio to be deleted or select the portfolio by selecting it from the drop-down list box. The portfolio data for the selected portfolio is displayed in the Change/Delete Portfolio ID window. To delete the portfolio and all transactions for the portfolio, click on the Delete command button.

 

 


Delete Transaction Data

To delete transaction data, select the Transactions>Single Portfolio>Add/Change/Delete function from the Transactions menu or press Ctrl+T. Select from the drop-down list box the portfolio ID of the portfolio for which a transaction is to be deleted. Click on any cell (clicking on the Type cell of a Deposit or Withdrawal transaction causes a 'Type-change' option to appear) of the transaction which is to be deleted and then click the Delete command button. The record is then highlighted and you are asked in a dialog box to confirm that you wish to delete the highlighted record. Click the Yes command button in the dialog box to cause the record to be deleted.

To delete a block of records, highlight the block by clicking on a cell in one record and then shift-click a cell in another record. Click the Delete button to cause the highlighted block of records to be deleted.

 

 


Duplicate a Portfolio

To duplicate a portfolio, select the Duplicate Portfolio function from the Portfolio menu. Enter the portfolio ID of the portfolio (source) to be duplicated in the Portfolio ID text box and the portfolio ID of the target portfolio in the Target Portfolio ID text box. The Portfolio ID/Name drop-down list can also be used to select the source portfolio. Click the OK command button to cause the transactions of the source portfolio to be duplicated in the target portfolio.

 

 


Edit Portfolio ID Data

To edit portfolio ID data, select the Change/Delete Portfolio function from the Portfolio menu. Enter in the Portfolio ID text box the Portfolio ID of the desired portfolio and press Enter, or enter in the Account Number text box the Account Number of the desired portfolio and press Enter or select the portfolio by selecting it from the drop- down list box. After making the desired changes to the portfolio data, click on the OK command button.

The Change/Delete Portfolio ID Record window also provides the means to delete a portfolio and all of its transactions.

 

 


Edit Transaction Data

To edit transaction data, select the Single Portfolio>Add/Change/Delete function from the Transactions menu or press Ctrl+T. Select from the drop-down list box the portfolio ID of the portfolio for which transaction data is to be edited. Click on the cell containing the data which is to be edited and enter the desired change(s). Press the Enter key on the keyboard to record the change on the grid. Click on the Save command button to save the edited record. Each row of the transaction data grid represents a record.

The transaction Type field cannot be edited except that Deposit records can be changed to Withdrawal records and vice versa. Otherwise, if the Type field on a record is incorrect, delete the record and re-enter it with the correct Type.

 

 


Import File - Datafile Path

Entry of a 'Datafile Path' is optional. If a 'Datafile Path' is saved as a part of the Description, that path is the default 'Look in:' path when the 'Select Import File' window is opened by clicking either Test or Import. If no Datafile Path' is a part of the Description, the default 'Look in:' path when the 'Select Import File' window is opened is the path to the folder in which Portfolio Analyzer is installed.

 

 


Import User-Defined Data, Comment

A comment related to the Import File Description may be entered; an entry is not required. This comment field is provided for your use to enter text or numbers which you might find useful regarding the file description; the field is not used by the Import function.

 

 


Import User-Defined Data, Fields separated by

Indicate whether the data fields on the Import File are separated by Commas or Tabs or are Not Separated. When the import file is displayed or printed, tab characters (ASCII value of 9) may appear as an open circle ( ).

The location of comma or tab delimited data fields is described by identifying the position sequence of each data field in the data record. For example, if the record date appears in the third field on each record, enter a "3" in the Position field for "Date".

If the data fields are not separated by commas or tabs then the location of data fields is described by identifying the length of each data record and identifying the location of the left-most character of each data field and the length of each data field. For example, if the first character in the field containing the Portfolio ID in each record is located above 42 on the scale and the last character in the field is located above the 52 on the scale, enter "42" in the Location field for "Portfolio" and enter "11" in the Length field. If each record does not begin on a separate line when the Import file is printed or displayed in an Editor program such as Windows Notepad, you must cause the "One Record/Line" check box to be blank and you must enter the total number of characters in an individual record in the "Record Length" field.

 

 


Import User-Defined Data, Header Record Present

Check to indicate the top record in the import file consists of column headings. If checked, the import routine will not attempt to import values on that record as transaction data.

 

 


Import User-Defined Data, Transaction Type Code in Record

Do not check this option if the type of value is determined by the position of the value on the record. Check to indicate that a Transaction Type code is included on each record which identifies the type of value on the record. If the Transaction Type code on the record must be converted to the Portfolio Analyzer Type code, select the Type Correlation to be used from the Type Correlation list.

If checked the field values relevant to the import routine are Date, Type, Amount and Memo. If the Portfolio(s) 'Multiple' option is selected, Portfolio ID, Account Number and Portfolio Type are also included.

If not checked enter the position on the record of the type(s) of value(s) to be imported.

 

 


Import User-Defined Data, One Record/Line

A group of data fields (Portfolio ID, Data Type, Date, etc.) which contain data for a single day is a data record. Indicate if each record in the file begins on a new line, ie. one record per line. Whether or not each record begins on a new line can be determined by printing the Import file or by displaying it in an Editor program such as Windows Notepad.

 

 


Import User-Defined, Record Length/Number of Fields

If the "Fields separated by" choice is "Not Separated" and the records in the data file are not "One Record/Line", but instead, one record follows another on the same line, you must enter a value for Record Length. The Record Length is the number of characters and spaces in a single record. If the "Fields separated by" choice is commas or tabs then a value must be entered for the Number of Fields. The Number of Fields is the number of possible data fields in each record; the correct value is usually one more than the number of commas (or tabs) in the record.

 

 


Import User-Defined Data, Position or Location & Length

If the data fields are separated by commas or tabs you are required to indicate the Position (or sequence) of the various data fields in the data record. If the data fields are not separated by commas or tabs you are required to indicate the starting location and length of the various data fields in the data record.

Portfolio - If the data being imported pertains to Multiple portfolios, rather than to a single portfolio, each data record must include an alpha-numeric field containing the portfolio ID. The Import function reads the first three characters in the Portfolio ID field.

Type - Each import data record must include an alphabetic field which identifies the record Type as either Balance, Deposit, Withdrawal, Fee or Tax. Since the Import function reads only the first character of the Type entry, a single-character entry (B, D, W, F or T) is sufficient.

Date & Format - Each import data record must include a numeric field containing the record date. The date format may be either mmddyy, mmddyyyy, mm/dd/yy, mm/dd/yyyy or serial; specify the "Serial" notation when the date is represented by the number of days occurring between December 30, 1899 and the record date, eg. January 1, 1900 is day 2.

Amount - An import data record must include a numeric field containing the record Amount value, eg. the portfolio value on a Type B record, the deposit amount on a Type D record, etc.

Tax Amount - An import Balance Type data record may include a numeric field containing a Tax Amount. The tax value is the approximate tax liability (not actual payment) on accrued interest and unrealized capital gains included in the Balance value; these tax values are needed only if you want Portfolio Analyzer to calculate after-tax performance. Use record Type T to record actual tax payment amounts.

Memo - An import data record may include an alpha-numeric field containing a comment or memo.

 

 


Import User-Defined Data, Import Descriptions

To save the data entries and selections on the User-Defined Import window as an "Import Description", enter a name (up to 9 alpha-numeric characters) in the "Import Description" list box and click the Save command button. To select a previously saved Description, click on the list box control button and then click on the Description name. A displayed Description may be deleted by clicking the Delete Command button.

The Import Descriptions may be exported to enable importing them into a different database. To export the Import Descriptions select the File>Export>User Defined Export/Import Descriptions function. To import this data into a different database which does not include some or all of the Import Descriptions which have previously been exported select the File>Import>User Defined Export/Import Descriptions function.

 

 


Import User-Defined Data-Transaction Data-Record Type Correlation

Portfolio Analyzer transaction record types are B, D, W, T and F which identify Balance, Deposit, Withdrawal, Tax and Fee records. If records on a transaction import file include a field in which a record type code or text description which identifies the type of value on that record and the code is not the Portfolio Analyzer set, you may create a Type Correlation table which matches the Import File Record Type Entry with the appropriate Portfolio Analyzer Record Type. If an Import File Record Type identifies a 'fee' amount and the fee amount is withdrawn from the portfolio, you may enter a 'FW' or 'WF' as the Portfolio Analyzer Record Type to cause the Import routine to create both a Fee record and a Withdrawal record. Enter a Type Correlation Name for the correlation table. Click Save to save the entered data to be saved.

The Type Correlation Name is included for use in the Type Correlation list on the Transaction Data Import-User Defined, with Account Number Import screen when the Transaction Type Code in Record check box is checked.

As many as 60 Record Type Correlations may be entered for a 'Type Correlation Name'.

 

 


Undo Transaction Data Import

The Undo Transaction Data Import function is used to delete records from the current transaction database which had previously been imported from an import file.

Easy ROR Format

Select the desired import file from the 'Select Import File' window and click 'Open' to initiate the Undo operation.

User Defined

Select from the drop-down list the Import Description which describes the import file. Click the Undo button to open the 'Select Import File' window, select the desired import file, and click 'Open' to initiate the Undo operation.

The main use of this function is to delete duplicate records which were mistakenly added to the database by importing data from a file from which data had already been imported. Since the database does not allow a Portfolio to have more than one Balance record for a given day, importing data from a file from which data had previously been imported results in duplicate records of all types except Balance records. Since duplicate Balance records are not created, the Undo function does not delete Balance records.

 

 


Change a Portfolio ID

To change the ID of a portfolio, select the Change Portfolio ID function from the Portfolio menu. Select the portfolio to be renamed from the Portfolio ID/Name drop- down list or enter its ID or Account No. in the Portfolio ID or Account No. text box and enter the new portfolio ID in the New Portfolio ID text box. Click the OK command button to cause the portfolio ID to be replaced on the Portfolio record and on all Transaction records.

The New Portfolio ID must indicate a portfolio which does not already exist.

 

 


Use Sample Data

To load the Sample data, select Load Sample Data from the File menu. This causes the sample.mdb file to be the active datafile.

 

 


Site Map

The Site Map is a complete outline of all Portfolio Analyzer menu functions. Clicking on a function name will cause the Site Map to close and the function to activate.

The Site Map is obtained by clicking 'Help' on the Main Menu and then clicking 'Site Map'.

 

 


Calendar Periods

The Calendar Periods check box is included in the Period Returns frame and is enabled when a Period Return other than Single is selected. Select either the Monthly, Quarterly or Yearly Option Button to obtain "period" results. If the Calendar Periods check box is checked, a Monthly period is the interval from the last day of one month through the last day of the succeeding month, a Quarterly period is the 3-month interval following December 31, March 31, June 30 and September 30 and a Yearly period is the interval from December 31 of one year through December 31 of the succeeding year; if the Beginning Date is not the end of a calendar period, the first period extends from the Beginning Date through the normal period end date. The last 'period' on the report is the period from the end of the last 'calendar period' date through Ending Date.

If the Calendar Periods check box is not checked, the period begin and end dates are determined by the selected Beginning Date; a Monthly, Quarterly or Yearly period is the interval from the beginning day of a period through that day one month, three months or twelve months later. The last 'period' on the report is the period from the end of the last 'period' date through Ending Date.