Portfolio Investments: Uploading Purchase Transactions

Portfolio Investments: Uploading Purchase Transactions

Table of Contents

1. Overview
2. Who Can Use This Feature
3. Before You Begin
4. Understanding Holdings and Lots
5. Supported Purchase Transaction Types
6. Security Type and Purchase Transaction Mapping
7. Purchase Transaction Type Field Requirements
8. Understanding Lot Groups
9. Understanding Purchasing Entities and Intermediaries
10. Lot Group Reconciliation Rules
11. Example Lot Group Structure
12. Uploading Purchase Transactions
13. Purchase Upload Validation Rules
14. Portfolio Attributes in Purchase Uploads
15. Monitoring Upload Progress
16. Handling Upload Errors
17. Rollback Functionality
18. Best Practices
19. Next Steps

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Overview

Purchase Transaction uploads allow users to bulk create holdings/lots for securities within ark.

Purchase uploads establish the investment structures later used for:

• Non-Purchase Transactions
• Valuations
• Schedule of Investments reporting
• arkGL integrations

Purchase uploads support:

• Purchasing entities
• Intermediary structures
• Flow-through allocations
• Multi-level investment hierarchies

Uploads are processed asynchronously and validated before records are created.

If any row fails validation, the entire upload fails.

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Who Can Use This Feature

This feature is available to:

Ark Client Admin users

Ark Client Admin users can upload and manage Purchase Transactions across their client.

Basic Admin users with appropriate fund access

Basic Admin users can upload Purchase Transactions only for funds assigned to their Fund Team.

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Before You Begin

Before uploading Purchase Transactions:

• Assets must already exist.
• Securities must already exist.
• Users should download the latest Purchase template from the upload page.
• CSV files must follow ark formatting requirements.
• Purchasing Entities and Intermediaries must already exist as Funds within the client’s Funds page.
• Users should understand the Security Type associated with uploaded transactions.

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Understanding Holdings and Lots

Purchase uploads create holdings/lots within ark.

When users manually create Purchase Transactions in the UI, they may create multiple purchasing entity structures within a single Purchase transaction.

During upload processing, ark creates separate holdings/lots based on the Purchasing Entity and intermediary structure provided within the upload.

These holdings/lots are later referenced by Non-Purchase Transactions using Lot IDs.

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Supported Purchase Transaction Types

Users can upload the following Purchase transaction types:

• Purchase
• Commitment
• Secondary Commitment

These transaction types create holdings/lots that can later be used for:

• Non-Purchase Transactions
• Valuations
• Schedule of Investments reporting
• General Ledger activity

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Security Type and Purchase Transaction Mapping

Purchase transaction types are determined by the Security Type associated with the investment.

Invalid Security Type and Purchase Transaction Type combinations will fail validation.

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Purchase Transaction Type Field Requirements

The value entered in the Transaction Type column determines which fields are applicable during upload.

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Understanding Lot Groups

Lot Groups are used only during Purchase Transaction uploads.

A Lot Group is a temporary identifier used to associate multiple rows into a single purchase structure before holdings/lots are created in ark.

Lot Groups:

• Exist only within the upload file
• Are not permanently stored in ark
• May be reused in future uploads
• Organize intermediary and allocation structures during upload processing

Users may use simple identifiers such as:

1

2

3

Lot Group values do not persist across uploads.

For example:

• A user may upload Lot Group 1 today
• Another upload may also use Lot Group 1 later
• These uploads will not merge or reference previous Lot Groups

Each Lot Group ultimately creates one or more holdings/lots within the system based on the Purchasing Entity structure provided.

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Understanding Purchasing Entities and Intermediaries

The Purchasing Entity field identifies the entity purchasing into the investment structure.

The Intermediary field identifies the parent entity directly above that Purchasing Entity within the structure.

This allows users to model flow-through investment hierarchies.

Example hierarchy:

Fund I, LP

└── Fund I-A, LP

└── Fund I-A Blocker, LP

In this structure:

• Fund I, LP is the top-level purchaser
• Fund I-A, LP flows through Fund I, LP
• Fund I-A Blocker, LP flows through Fund I-A, LP

Entities listed in Purchasing Entity and Intermediary fields must already exist as Funds within the client’s Funds page.

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Lot Group Reconciliation Rules

All rows associated with the same Lot Group must:

• Use the same Purchase Date
• Reference the same Security
• Reconcile correctly
• Contain only one row where the Intermediary field is blank

The row with a blank Intermediary value represents the top-level Purchasing Entity within the structure.

All additional rows within the same Lot Group must reference an Intermediary entity.

Rows sharing the same intermediary relationship must reconcile to the parent Purchasing Entity row.

For example:

In this example:

• Fund I, LP is the parent Purchasing Entity
• Rows flowing through Fund I, LP total 1,000,000
• Child row totals reconcile to the parent row total

This reconciliation logic also applies to other applicable transaction fields, including:

• Amount
• Other allocation-related transaction values where applicable

If any row within the Lot Group fails validation, the entire Lot Group fails upload validation.

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Example Lot Group Structure

This example creates one investment structure with flow-through allocations beneath the top-level purchaser.

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Uploading Purchase Transactions Steps

1. Navigate to Portfolio Investments → Investment Transactions.
2. Click Upload.
3. Select Purchase Transactions.
4. Download the Purchase template if needed.
5. Complete the CSV file.
6. Select the completed file.
7. Click Upload.

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Purchase Upload Validation Rules

The system validates:

• Security existence
• Purchasing Entity existence
• Intermediary existence
• Purchase Transaction Type compatibility
• Lot Group reconciliation
• Allocation totals
• Portfolio Attribute requirements
• CSV formatting
• Column structure

If any validation fails:

• The entire upload fails.
• No holdings/lots are created.

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Portfolio Attributes in Purchase Uploads

Upload templates may include Portfolio Attributes.

Required Portfolio Attributes

Required attributes must contain values before upload can succeed.

Values can be found per client in Portfolio Attributes or from a failed upload’s error template.

Optional Portfolio Attributes

Optional attributes may be populated if applicable.

Values can be found per client in Portfolio Attributes or from a failed upload’s error template.

Portfolio Attributes are configured separately within Portfolio Investments.

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Monitoring Upload Progress

Users can monitor uploads from the Upload History page.

Upload Statuses

The Upload History page refreshes automatically while uploads are processing.

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Handling Upload Errors

If validation fails:

• Upload status changes to Upload Failed on the Upload History page
• An error report becomes available on the Upload History page

Common Error Types

• Invalid Purchase Transaction Type
• Invalid Security Type mapping
• Purchasing Entity not found
• Intermediary not found
• Lot Group reconciliation failures
• Multiple blank intermediary rows within a Lot Group
• Invalid allocation totals
• Missing required values

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Rollback Functionality

Successful uploads may be rolled back from the Upload History page.

Rollback removes uploaded records created by the upload.

Important Notes

• Basic Admin users can only rollback files that they uploaded.
• Rollback is all-or-nothing.
• Rollback may fail if dependent transactions were later created against uploaded holdings/lots.

Steps

1. Navigate to Upload History.
2. Locate the successful upload.
3. Click Rollback.
4. Confirm the rollback.
5. Monitor rollback progress.

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Best Practices

• Always use the latest upload template.
• Validate intermediary structures before uploading.
• Confirm allocation totals reconcile correctly.
• Use consistent Lot Group values within each structure.
• Verify Security Type and Purchase Transaction Type mappings before upload.
• Review validation errors carefully before re-uploading files.

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Next Steps

After Purchase Transactions are uploaded successfully, users can:

• Upload Non-Purchase Transactions
• Record Valuations
• Generate Schedule of Investments reporting
• Send Portfolio Investment Journal Entries to arkGL to create Journal Entries for supported Purchase Transactions.