In this article, we will guide you how to use the Transition Management System (TMS) to request the transitions team to upload your entities to Class.

1. How to log into TMS
2. How to create a batch and provide supporting documents
3. How to respond to queries
4. How to review, reject, and/or accept the job

Log into TMS

Navigate to Business Level > Business > Upload Funds

Create a batch and provide supporting documents

Step 1 - Create the batch

1. Click Add Batch to create a new batch of funds to upload.
2. Review the default Brand Code and change if required
3. Review the default Migration Source and change if required
4. Review the default Product (From the Dropdown menu select from Class Super, Class Trust or Class Portfolio)
5. Review the default Legal Entity Type (Select from SMSF, Trust, Company, Personal or Partnership depending on the 'Product' selected in Step 4 above determines the options seen here)
6. If the entity is a Trust, the Legal Sub Entity Type will appear if Trust was selected as the Product in Step 4 above. (Choose from the drop-down menu which Legal Sub Entity Type/Trust Type is required)
7. Review and accept the Fee Schedule
8. Review and accept the Privacy Policy
9. Click Create. The Create button will only appear once you have accepted the Fee Schedule and Privacy Policy.

You can also use the "Guide Me" to go through this process in a step by step fashion

Step 2: Create the fund list

1. Edit icon (Allows you to edit the batch details if required)
2. Click the Upload fund list button and load the Fund list (with the .csv file format). The .csv file must have two columns. The first column is the fund code and the second column is the fund name, or alternatively follow step 3 below.
3. Click Click here to add a new fund (Alternative to step 2 above) and manually add the new funds to the batch  
4. Enter the Fund Code (Cannot contain any spaces and no alphanumeric characters e.g. &, %)
5. Enter the Fund Name (Cannot contain any alphanumeric characters e.g. &, %)
6. Select any Additional Services if applicable. (Additional charges are applied for these services, refer to the fee schedule for further details)
7. Click Download File Structure (This creates a zipped file to upload your reports and/or data)
8. Click Next Step (Upload Files)

Step 3: Attach the document

1. Click on Upload File(s)... and choose the files or zip file folder to attach to the batch
2. Alternatively to the first option Upload File(s), you also can drag and drop the files to Drag and drop files here to load
3. Click Next step (Fund Data Files/Reports Validation)

Please use the batch folder downloaded from Download File Structure. The batch folder contains the entity folders. Please unzip the batch folder before putting the files into the related entity's folder (the entity folder is named with the fund code). Then zip the batch folder before adding it into TMS.

Step 4: Mapping files

If the system is unable to match the required database files and reports with the expected reports and files, you may get the "Warning unmatched funds" message screen. 

1. You should click on Continue to Manual Mapping:
   

2. File Mapping

Please follow the below steps which will apply to all migration sources:

1. The below example only shows 3 files have been automatically matched based on the file name
2. To manually assign a file select Assign File 
3. To manually upload a new file select Upload File

 

Step 5: Submit the batch

1. Add Note button (You can add any notes for the transition team at this point by clicking here)
2. Submit Batch button (This is the final step to submitting all your data to us)
   
   
   
   
3. Click Confirm (Default warning message to ensure you are ready to submit your batch)
   • The status of the batch will change to Submitted.  A transitions specialist will then review your files and put the batch in the transitions queue if all the required files have been received.  
   • Once in the queue, the status of your batch will change to In Progress. This means that the batch has been accepted and allocated to a transitions specialist. 

 

Respond to queries 

1. Check on TMS and click on the Review completed or queried funds (the arrow button in the photo below) to see the queried entity
2. Click on Respond to query to see the queries
3. Click Add files or Drop files here to add documents (don't delete any existing files)
4. Write a response note in the Query Response (use 1 paragraph only, and no alphanumeric characters e.g. &, %)
5. Click Respond to query

Review, Accept or Reject the batch

Once the funds have been successfully loaded onto Class, you will need to review the funds and either Accept or Reject the transition work.

Review the batch

1. Check TMS and click on the Review completed or queried funds icon (the arrow button in the photo below) to see the completed entity
2. Check the entity on Class before deciding to either accepting or reject the batch.

Accept the batch

If everything is correct with the data and set up of the entities you can accept the batch:

1. Click the Accept button. Please note, once you click Accept, we are not able to reopen the batch.

Reject the batch

If any mistakes were made by the transition team you may reject the batch and provide a valid rejection reason:

1. Click on the Reject button:
2. Select at least one rejection reason from the list provided.
3. Provide detailed feedback in the text box (use 1 paragraph only and no special characters e.g. &, %)
   
   
4. Add further documents if required
5. Click 'Reject Fund'

 

What's Next

Once the Transitions team has loaded all of your entities to Class, please complete the entities review using the Transitions Review Guide