Importing trades via your broker’s contract notes

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Sharesight can automatically record your buy and sell trades into your portfolio via the PDF contract note (trade confirmation) attachments that are emailed to you by your broker after a trade has been completed. This feature is called Broker Email Import in Sharesight.

Sharesight can currently process PDFs for over 95 brokers’ contract notes.

Each time an email with a contract note attachment is received from your broker, Sharesight will automatically create the trade in your portfolio.

Trades created from the Broker Email Import feature will contain a comment to indicate that the trade was created in Sharesight via an email.

Emails are typically processed in around 5 minutes. As soon as the trade has been processed, if you have selected to receive a notification email you will receive a confirmation email from Sharesight containing a link to the newly created trade.

Instructional video

Importing contract notes via email - Sharesight Portfolio Management

Setting up Broker Email Import:

Note: Broker email importing is a portfolio setting. It needs to set up for each portfolio in your account.

1 – Ensure that your broker’s contract notes are currently supported.

If your broker is not on the list, contact us to support your broker.

Note: In order to support a broker’s contract notes we require: examples of buy and sell trade contract notes (the more the better), the email address the broker sends them from and the subject line of the emails.

2 – From any page click on the ‘Settings’ tab.

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3 – Click the ‘Broker email import’ side tab.

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4 – Select ‘Enable’.

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5 – Sharesight generates a unique email address for the portfolio. You then need to instruct your broker to email a copy of your trade contract notes to this email address.

Alternatively, you can manually forward the contract notes from your broker to Sharesight yourself.

Note: If you manually forward the contract notes, you must include the exact spelling of the broker’s name in the subject line of the email.

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6 – Select the ‘Email notification’ setting you would like: <a name=”1”></a>

  • Off - Receive no notification of trades being imported from a contract note.

  • On - Receive an email notification of trades being imported from a contract note.

  • Errors only - Only receive an email notification when an error has occurred and the trades have not been imported from the contract note.

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7 – If your broker’s contract notes PDF has a password, enter the password and click the ‘Save Password’ button.

Note: If your contract note has failed to import, refer to the Broker Email Import common errors.

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Would you like us to support your broker’s contract notes?

If your broker is not on the list, ask us to support your broker’s contract notes.

In order to support a broker’s contract notes we require:

  1. Examples of buy and sell trade contract notes (the more the better).
  2. The email address the broker sends them from.
  3. The subject line of the emails.

Contract Notes Inbox

The Contract Notes Inbox can be viewed by clicking on the ‘View Contract Notes’ link on the settings tab for the broker email import function. ContractNoteInbox1

This will display a list of all emails sent to your portfolio email address. The status column displays the current status of the transaction (e.g. green box for Processed or the red triangle for Failed contract notes). ContractNoteInbox2

You can click on each row in the email import log to view details of the email along with details and a link to the trade that has been created in Sharesight.

Errors

Occasionally a trade may not be able to be imported. If a trade is unable to be imported, you will receive an email notifying you of this along with a brief explanation of the problem. The email will also show the ‘Failed’ status in the email import log. Below is a list of the most common types of errors and how to handle them:

Validation error

Validation errors are the most common reason for a trade import to fail. Validation errors mean that the email has been processed correctly, but importing the trade would result in an error in your portfolio.

For example a sell trade cannot be imported if you do not have any pervious buy trades recorded as this would result in a negative quantity of shares being held. If you receive a validation error, you can fix the problem in your portfolio and then reprocess the transaction by re-forwarding the broker contract note to your portfolio email address.

Unknown broker error

This type of error occurs when Sharesight cannot determine which broker the email is from. Here are some common issues and how to avoid them:

  • Please ensure that the broker is on the list of supported brokers. If your broker is not on the list, ask us to support your broker by submitting an ‘idea’ to the community forum. If someone else has already suggested that we add your broker, please click the “+1” button to add your vote. This will allow us to prioritise support for additional brokers.
  • Sharesight usually uses the ‘from’ address of the broker to determine which broker has sent the email, however if you are manually forwarding broker contract notes to Sharesight for processing, please ensure that the email subject line contains the name of the broker.

Processing error

Usually this is because the email does not contain a valid trade contract note or there is another issue with the email.

  • Sometimes brokers send out other emails (eg newsletters) to their email database, or a spam email has been received. These errors can usually be ignored. Spam emails are usually not a problem provided that your unique portfolio email address is kept private, however if you do have a problem with spam email, please contact us.
  • When sending an email with multiple contract notes, they must be from the same broker. If you use multiple brokers, simply send a different email with the other contract notes.
  • Brokers will change their contract note design from time-to-time, and Sharesight will only support the current look-and-feel, so please take that into consideration when trying to import older contract notes.
  • The email and contract note attachment(s) cannot exceed 10MB.

If you believe that a valid contract note resulted in a processing error, please contact us.

Last modified on May 7, 2018 UTC