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Overview of Notes in Advisor Rebalancing

Contents

Introduction

Notes in Advisor Rebalancing allow you to add documentation to accounts that can be widely seen by other users who have permission to view those accounts. Client wishes, account changes, alerting to special circumstances, trading notes, and other issues, including compliance issues, can be documented in accounts using notes.

The following icons indicate the type of notes you can find within an account:

Icon	Meaning
	This account has account notes
	This account has no notes
	This account has trading or order notes

By clicking one of these icons, you can review notes or add additional notes to that account or rebalancing group. Account notes can be added to individual accounts or rebalancing groups, depending on the type of information you need to document.

Each account note shows the following information: 

• Date and time the note was added

• Name of the person who added the note

• The account or rebalancing group the note applies to

• Type of note added

• The text of the note

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Why Use Notes? 

There is no restriction to the type of information you can add using account notes, so notes can be helpful in documenting situations like these: 

• Reasons for a recent account settings change

• A client's investing preferences

• Instructions to traders on how to fill orders for a client

• Specific reasons for setting a cash reserve

• Reasons why a security is restricted in a particular client's account

• Explanation for trading restricted securities or for trading in a non-discretionary account

After adding a note to an account, anyone with permission to view the account will be able to see that note, meaning that important information can be seen widely. Additionally, account notes are reportable, so you can create bulk reports to review account notes, when those notes were added, the person who added the note, and more.

For more information on the process of creating or changing notes, see Add, Edit, and Delete Notes.

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Note Types and Viewing Notes

You can view notes in an account in many different places in Advisor Rebalancing. Reviewing notes can be useful before taking action on an account and can give historical context.

Individual Account Notes

You can view historical account notes, as well as other types of notes, in many different locations in Advisor Rebalancing:

Note Type	Where to View
Account Notes Can be added to any account at any time. No restriction on the type of information you can add.	To view historical notes for an account, including trading notes, visit any of these pages: Rebalance Trades On Hold Rebalance Review Trade Review Accounts Rebalancing Groups Click one of these icons to view a record of notes in that account:  Icon Meaning This account has account notes This account has no notes This account has trading or order notes
Trading Notes Prominently featured for more visibility. When you mark a note as a trading note, Advisor Rebalancing will ask you to enter a Display through date. The trading note you add will then be highlighted as a trading note through the date you enter. After the Display through date, the note becomes a historical note and is not deleted. The icon indicates that the account you're viewing contains a trading note.	You can view trading notes anywhere you can view account notes. Advisor Rebalancing highlights the notes so that they won't be missed, regardless of who added the note. Advisor Rebalancing will ask you to enter a trading note when approving a custom strategy that overrides a security restriction.
Order Notes Notes logged with specific orders. Prominently featured for more visibility. The icon indicates that the account you're viewing contains a trading note.	You can view order notes anywhere you can view account notes. In addition, Advisor Rebalancing will warn you if order or trading notes exist in an account. Advisor Rebalancing highlights the notes so that they won't be missed, regardless of who added the note.
Reason for Trade Notes Added during the rebalance review process. Allows you to add background information on why you're trading in that account. Overwritten if you add a reason for trade after one has already been added.	You can view any reasons for trade on the Rebalance Summary or Trade Summary pages. You can also access these notes on Bulk Reconciliation bulk report.
Security Restriction Notes Added while creating account-specific security restrictions in the account's Account Settings. Allows you to specify why the security restriction was placed in the account.	You can view any security restriction notes on the Rebalance Summary or Trade Summary pages. These restrictions will then appear along with other information, errors, and warnings you see during the trading and rebalancing process.
Cash Reserve Notes Added while adding or editing a cash reserve. Allows you to add specific details about the client's cash needs or the reason why cash is needed.	You can view any cash reserve notes in the following places:  On the Cash Management Settings tab of the Account Settings page, the note will appear beneath the name of the category. When you rebalance an account, the cash reserve note will appear as a rebalance status message on the Rebalance Summary report. When viewing rebalancing groups, the cash reserve note will appear for all underlying accounts.
Reason for Approval Notes Custom strategies or quick trades generated for securities that have restrictions must receive a reason for approval note before they can be sent to the Trade List. These notes can be reviewed by the trade approver. Must be enabled in System Settings to apply.	These notes are added before trading in non-discretionary accounts, provided your system settings require approvals for non-discretionary accounts. See System Settings: Trade Approval Settings.

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Rebalancing Group Notes

Viewing notes for a rebalancing group is very similar to viewing notes for individual accounts. When you view notes for a rebalancing group, you may also see notes for individual accounts within the rebalancing group, and when viewing individual accounts, you may also see notes for a rebalancing group.

The following is a summary of common scenarios when viewing notes: 

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View Notes in Reports

The easiest way to view and audit notes across several accounts is to create a bulk report. Depending on your needs, several bulk reports will provide you with notes information.

The Account Notes bulk report allows you to view notes and associated details in multiple accounts at once. The Restriction Overrides bulk report allows you to see any notes added when a trade overriding a restriction in the Restriction Note field. For more information, see Learn More About Bulk Reports.

When an account contains trading notes or order notes, Advisor Rebalancing highlights this so that these notes aren't missed. In addition, the warning contains a trading notes report link. Click this link to download a report of the trading or order notes on that page.

You can also view order notes on the following reconciliation reports:

• Bulk Reconciliation

• Deleted Orders

• Exception Report

• Open Orders

• Trade Tickets

For more information on these reports, visit Reconciliation Reports.

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Notes in Non-Discretionary Accounts

Many users have non-discretionary accounts that require you to obtain authorization before you make any investment decisions. If you have the Approval required for non-discretionary accounts option enabled in System Settings, you can prevent trades in non-discretionary accounts from being sent to the Trade List without authorization.

When enabled, Advisor Rebalancing provides a warning when you send trades to the Trade List and requires authorization and an account note before the trades can be approved.

You can then provide a note to explain the reason for the trade in this account.

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