Bank Statement Ingestion — End-to-End Visual Guide

Expected state before committing: Most rows should be green. Amber rows need a second look. Red rows need a decision (link or skip). If more than a handful of rows are red or amber, something may be wrong — wrong bank selected, corrupted file, or a security not yet in the master list.

When you see unmatched rows (red chips, pink background), you have two choices for each row:

• Link it — Click the "Link" button on that row. A side panel opens (Step 7 above) where you type the security name, ISIN, or ticker to search the Securities Master. Once you find and select the right match, click Link. The chip turns blue ("Linked") and the row is included in the commit.
• Skip it — Leave the "Skip unmatched records" checkbox ticked (it is on by default). Unmatched rows will NOT be written to the database. Use this when the holding is a cash balance, fee accrual, or other non-security line that does not belong in the portfolio.
• Create it (if the security doesn't exist yet) — If the link panel search returns "No results", the security is not in the Securities Master at all. You must create it first: navigate to the Securities Library in the sidebar, click "New Security", fill in the details, then return to the import and search again. See Error 6 for the full walkthrough.

When many rows are unmatched (more than a handful): This usually means either the wrong bank was selected, the PDF is corrupted, or multiple new securities are not yet in the Securities Master. Do not commit in this state — contact Julian or the system administrator.

ISIN formatting: If a security you know exists is showing as Unmatched, the ISIN may be formatted differently in the PDF versus the master list (e.g. with spaces or extra characters). Try searching by name in the Link panel instead of pasting the ISIN.

When you open a Pending Review statement you will see red rows in the holdings table (see Error 2). Work through each one before committing.

What this means: The PDF has sections (pages or tables) that the system's parser rules do not cover. The holdings shown are only from the sections it did recognise — the data is incomplete.

What to check: Look at the skipped headings list. If you recognise them as real holdings sections (e.g. "Derivatives Summary" or "Structured Products"), the data in those sections has been lost and should not be committed.

What to do:

• Do NOT click Save to Database.
• Note the skipped headings and pass them to Julian or the system administrator, who can add parser rules for those sections.
• Once the rules are added, re-upload the same PDF — the extraction will pick up the missed pages.

What you should see when it is working correctly: No red banner. All sections in the PDF should be covered, and the holdings count should match what you would expect from the paper statement.

What this means: Holdings for this client account and statement date are already in the database. If you commit, the existing rows will be overwritten with the data from this PDF.

What to do first: Click "Download Dry Run" before committing. This gives you a multi-sheet Excel file showing exactly what will be written to the database. Compare it against the existing data (or the paper statement) to make sure the new data is correct.

Common causes:

• The same PDF was uploaded a second time by mistake.
• An automated SFTP feed already pulled in this month's statement, and someone is now uploading the PDF manually on top of it.

What you should see when it is working correctly: No yellow banner — this is the first time holdings for this account/period have been uploaded.

If you are unsure: Do not commit. Ask Julian or the administrator whether the existing data should be replaced.

Step-by-step when the link panel shows "No results":

• 1. Note the details. Write down the security name and ISIN from the unmatched row before closing the link panel.
• 2. Navigate to Securities Library. It appears in the sidebar under ADMIN (or OPERATIONS depending on your role). If you cannot see it, you may not have permission — ask Julian or the administrator to create the security on your behalf.
• 3. Click "New Security" (blue button, top right of the Securities Library page).
• 4. Fill in the form. Required fields are marked with a red asterisk: Security Name, Asset Class, Product Type, Currency, and Asset Wrapper. Add the ISIN and Ticker if you have them — they make future matching more reliable.
• 5. Click "Save Security". The security is added to the master list immediately.
• 6. Return to the import. Go back to the Upload tab, find the unmatched row, click Link, and search again. The new security will now appear in the results.

If you do not have access to Securities Library: Leave the row as Unmatched with "Skip unmatched records" ticked, then notify Julian with the security name and ISIN. He will create it and you can re-upload or manually add the holding once it exists.