Importing from Microsoft Excel

Introduction - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -1
Saving Time with Morningstar Back Office Services - - - - - - - - - - - - - - - - - -1
Conversions from Your Previous Portfolio Management System - - - - - - - - - - - -1

Importing Transactions from Microsoft Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Transaction Data Points Recognized - - - - - - - - - - - - - - - - - - - - - - - - -2
Minimum Data Requirements - - - - - - - - - - - - - - - - - - - - - - - - - - - -2
Transaction Types - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -3
Uploading Your Spreadsheet - - - - - - - - - - - - - - - - - - - - - - - - - - - - -4
The Import Blotter - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -6

Importing Security, Price and Client Information from Microsoft Excel . . . . . . . . . . . . . . . 7

Security Data Points Recognized - - - - - - - - - - - - - - - - - - - - - - - - - - -7
Price Data Points Recognized - - - - - - - - - - - - - - - - - - - - - - - - - - - -8
Client Data Points Recognized - - - - - - - - - - - - - - - - - - - - - - - - - - - -9

Importing Research Lists and Positions from Microsoft Excel . . . . . . . . . . . . . . . . . . . . . 10

Importing Research Lists - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 10
Importing Positions - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 11
Getting Help with Importing - - - - - - - - - - - - - - - - - - - - - - - - - - - - 11

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Importing from Microsoft Excel

It is possible to import client, transaction, security and price information into Morningstar Introduction
Office via Microsoft Excel spreadsheets. This document provides a brief overview of the
process for importing transactional data.
Microsoft Excel import can be used to establish new accounts, or to bring additional
transactional history into accounts that have been previously established. This includes
accounts linked to other custodian import sources such as Schwab or Fidelity.
) Morningstar highly recommends that you begin importing with the help of a Morningstar Import
Specialist. Call the Support team at 1-866-215-2503 for more details if you have never imported
from this source before.

For advisors who wish to save the time and trouble of daily importing and reconciliation, Saving Time with
Morningstar is pleased to offer the option of outsourcing these tasks to our Back Office Morningstar
Services team. Working directly with you to define and meet your needs, Morningstar’s Back Office
BOS team will operate as an extension of your internal staff, under your direction and terms. Services

If you are already using another portfolio management system and are making the switch to Conversions from
Morningstar Office, there is no need to start over from scratch. Morningstar’s Data Your Previous
Conversion Team can transfer the entire database of client transactional history contained in Portfolio
your previous system into Morningstar Office, allowing you to begin running in-depth Management
historical performance reports. System
Click here to fill out a quick survey and receive an estimate for back office services or data
conversion. To learn more, dial 1-866-685-4494.

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Importing Transactions from Microsoft Excel Transaction Data Points Recognized

Importing Transactions from Microsoft Excel

To import transactional data contained in an Excel spreadsheet into Morningstar Office, Transaction Data Points
you must be sure that the spreadsheet is formatted correctly. Morningstar Office reads Recognized
the following data points within a Microsoft Excel transactions spreadsheet:
• Account Number
• Account Name
• Client Name
• Commission
• Security ID
• Net Amount
• Gross Amount
• Price per Share
• Security Name
• Security Type
• Shares
• Ticker
• Transaction Date
• Transaction Type
• Original Date
• Other Fee
• Cost Basis per Share
• Settlement Date

While most data points are optional, the following are required for valid transactions: Minimum Data
• Transaction Date
Requirements
• Transaction Type
• At least 1 of the following 3 security identifiers:
•Security ID
•Ticker
•Security Name
• Depending on the transaction type, usually 2 out of the following 3
•Share Quantity
•Price
•Gross Amount or Net Amount

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Importing Transactions from Microsoft Excel Transaction Types

The following table contains all transaction types recognized by Morningstar Office: Transaction Types

Accrued Interest Bought/

Distribution Reinvest/
Reversal Accrued Interest
Reversal Distribution Reinvest Redeem/Reversal Redeem
Bought

Accrued Interest Sold/ Exchange-in/ Return of Principal/

Reversal Accrued Interest Sold Reversal Exchange-in Reversal Return of Principal

Adjust Cost/ Exchange-out/

Sell/Reversal Sell
Reversal Adjust Cost Reversal Exchange-out

Adjust Lot/ Sell Short/

Expense/Reversal Expense
Reversal Adjust Lot Reversal Sell Short

Sell to Pay expenses/

Buy/Reversal Buy Expire/Reversal Expire
Reversal Sell to Pay Expenses

Cover Short/ Sell to pay fees/

Income/Reversal Income
Reversal Cover Short Reversal Sell to Pay Fees

Credit of Security/ Income Reinvest/ Short-term Capital Gain/

Reversal Credit of Security Reversal Income Reinvest Reversal Short-term Capital Gain

Short-term Capital Gain

Debit of Security/
Interest/Reversal Interest Reinvest/Reversal Short-term
Reversal debit of Security
Capital Gain Reinvest

Deliver-in/ Long-term Capital Gain/

Split/Reversal Split*
Reversal Deliver-in Reversal Long-term Capital Gain

Long-term Capital Gain Reinvest/

Deliver-out/
Reversal Long-term Capital Gain Surrender/Reversal Surrender
Reversal Deliver-out
Reinvest

Management Fee/ Tax Withheld/

Deposit/Reversal Deposit
Reversal Management Fee Reversal Tax Withheld

Distribution/ Margin Interest/ Withdrawal/

Reversal Distribution Reversal Margin Interest Reversal Withdrawal

*A note about splits: Split transactions must indicate the number of shares by which the split increases
or decreases your current position. For example, if a stock with 50 shares splits 2:1 to 100 shares total, the
split must indicate 50 additional shares.

As a general rule, there are three categories of cash income transaction types, which
apply to the following three security categories:

Transaction Type Security Type

Income Fixed Income and CDs

Interest Cash and Cash Equivalents

Distribution Mutual Funds, Stocks, etc.

For additional details about the different transaction types and the securities to which
they apply, please refer to the document entitled “Transaction Types.”

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Importing Transactions from Microsoft Excel Uploading Your Spreadsheet

To upload your spreadsheet, do the following: Uploading Your

1. On the toolbar at the top of the screen, click Import. The Import window appears.
Spreadsheet
2. Double-click Microsoft Excel - transactions.

Double-click Microsoft
Excel - transactions

3. The Import dialog box opens. Along the left-hand side of the window, you will see a list of
four import categories - Client Information, Transaction Information, Security Information,
and Price Information. Click each category to open the corresponding import mapping
interface. It is possible to import all four types of these data in different spreadsheets at
once into Morningstar Office. If you are not importing any other spreadsheets at this
time, make sure that only the box next to Transaction Information is checked off as
shown below.
4. In the File Name field, click the magnifying glass icon to navigate to the location of
your Excel spreadsheet.

5. If the spreadsheet contains a descriptive header line (row number 1), check the File
Contains Header Line box.
6. If your spreadsheet contains a type of security ID (such as CUSIP), select the ID type
from the Security ID Type drop-down at the top of the window.
7. Select the date format you have used from the Date Format drop-down.
8. In the Name/Column box, map the data points you have included in your spreadsheet to
the correct column. If your spreadsheet has a header row with column labels, these
labels will be displayed for you in each mapping drop-down menu.
9. If you have used codes to signify transaction types that do not exactly match
Morningstar transaction type codes on the list above, you will need to map them to

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Importing Transactions from Microsoft Excel Uploading Your Spreadsheet

Morningstar transaction types. Select Morningstar code from the Transaction Type drop-
down menu and type in the excel spreadsheet code in the Transaction Code(s) in
Excel column.

Select the transaction

type and enter the
transaction code

10. Your spreadsheet should not include offsetting cash transactions, and most advisors
choose to have cash offsets generated automatically for internal cash flows. To do so,
select click the Add cash flows drop-down and select Yes.

From the Add cash flows

drop-down, select Yes

11. Click on the magnifying glass icon next to Default Cash to select the cash security you
wish to use from among those listed in the Definition Master. If your desired cash
security has not yet been created, you may wish to close the Import window, create the
cash security within the Definition Master, and then start the import over.

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The Import Blotter Importing Transactions from Microsoft Excel

12. When you choose a cash security, you will see the new cash security included among
the list of possibilities. If you choose not to add cash flows (Add cash flows = No), then
all of your transactions will be offset with an external cash flow (i.e. contributions to or
distributions from an IRA account.)
13. If you intend to import the transactions to an existing custodian account, click the
Custodian drop-down and select the custodian. Morningstar Office will use the
account number in your spreadsheet to match those of accounts you have already
imported from this custodian’s interface.

14. Click OK.

After clicking OK, you will be taken to the Import blotter, where you will have the The Import Blotter
opportunity to double-check your data before posting. Review any blotters that contain
items in warning status and refer to the help document, "Handling Warnings on the
Import Blotter for more information about these warnings."
After confirming that the data in the blotters are correct, post your data by clicking on
the Post button in the toolbar at the top of the screen.

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Importing Security, Price and Client Information from Microsoft Excel Overview

Importing Security, Price and Client Information from Microsoft Excel

It is possible to import client, transaction, security and price information into Overview
Morningstar Office via Microsoft Excel spreadsheets. The steps to import security
information are similar to the importing of transaction information.
Note that data from Client Information and Security Information imports will only apply
to new clients or securities, respectively. Existing clients or securities cannot be
updated with new information using the Excel import interface at this time.

In order to be able to import security information contained in an Excel spreadsheet into Security Data Points
Morningstar Office, you must be sure that the spreadsheet is formatted correctly. Recognized

The following data points recognized for importing security information:

• Security Name
• Ticker
• Security ID
• Security Type
• Maturity Date
• Interest Rate
• Base Currency
• Payment Frequency
• First Coupon
• SP Rating
• Moody Rating
• Day Type
• Issue Date, and
• Issue Price.

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Price Data Points Recognized Importing Security, Price and Client Information from Mi-

In order to be able to import price information contained in an Excel spreadsheet into Price Data Points
Morningstar Office, you must be sure that the spreadsheet is formatted correctly. Recognized

The following data points recognized for importing security information:

• Security Name
• Ticker
• Security ID
• As of Date
• Price, and
• Price Factor.

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Importing Security, Price and Client Information from Microsoft Excel Client Data Points Recognized

In order to be able to import client information contained in an Excel spreadsheet into Client Data Points
Morningstar Office, you must be sure that the spreadsheet is formatted correctly. Recognized

The following data points recognized for importing client information:

• Client Name
• Address1
• Address2
• Address3
• Cell Phone
• City
• Client Type (Individual/Institutional)
• Country/Region
• Date of Birth
• E-mail
• Fax
• Gender (F/M)
• Home Phone
• Member Name
• Middle Name
• Relationship (Required if member chosen)
• SSN/TIN
• State/Province
• Work Phone
• Work Phone Extension
• Zip Code

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Overview Importing Research Lists and Positions from Microsoft Ex-

Importing Research Lists and Positions from Microsoft Excel

You also have the ability to import research lists and positional data into Morningstar Overview
Office via Microsoft Excel.
Below is a quick walkthrough of the process of importing research lists and positions.

To import a research list, do the following: Importing Research

1. On the toolbar at the top of the screen, click Import. The Import window appears.
Lists
2. Double-click Microsoft Excel - research lists. The Import dialog appears.

3. In the File Name box, click the magnifying glass icon to browse to the Microsoft Excel
research file you want to import.
4. Click Open. The file location will appear in the File Name box.
5. Click the Action menu and select Save As New List or Add to Existing List.
6. On the Security Information tab, go down to the File Details area. Click in the Security
Type area and identify the type of securities in your list.
) All securities in an imported list must be the same type.
7. Select a column name for at least one of the three security identifier drop-down boxes:
Ticker, CUSIP, or Security Name.
8. Click Import.
9. If you chose Save As New List, the Save As New List dialog opens. In the Name box,
type in a name for the new list, then click OK.
10. If you chose Add to Existing List, the Add to Existing List dialog opens. Highlight the
name of the list to which you want to add, then click OK.
11. You will get a confirmation message telling you how many securities were successfully
added to the list. Click OK.
) Securities not recognized by Morningstar will not be imported. You can only import one type
of security at a time.

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Importing Research Lists and Positions from Microsoft Excel Importing Positions

To import positions, do the following: Importing Positions

1. On the toolbar at the top of the screen, click Import. The Import window appears.
2. Double-click Microsoft Excel - positions. The Import dialog appears.

3. In the File name box, click the magnifying glass icon to browse to the Microsoft Excel
file you want to import.
4. Click Open. The file location will appear in the File name box.
5. In the Column Order area, click the arrows to select the column destination for each
data type. You must select column destinations for all data types in blue.
6. Click Import.

If you require additional assistance importing data from Microsoft Excel, please contact Getting Help with
your Implementation Consultant the Morningstar Support team at (866) 215-2503 to Importing
request a one-on-one session with an import specialist.

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