Skip to main content

How to Create Compliance Reports for Trade Activity

Overview​

Generating comprehensive compliance reports is an essential responsibility for Transfer Agents on the WhiteLabel Community Deals Platform. These reports help ensure regulatory compliance, provide audit trails, and offer insights into trading patterns and activity. This guide will walk you through the process of creating, customizing, and distributing various compliance reports for P2P trade activity.

Prerequisites​

Before generating compliance reports, you should:

  • Have an active Transfer Agent account on the platform
  • Have appropriate permissions to access reporting tools
  • Understand the regulatory reporting requirements for your jurisdiction
  • Be familiar with the types of reports available on the platform
  • Know the specific reporting period or criteria needed

Step-by-Step Instructions​

Step 1: Access the Reporting Dashboard​

  1. Log in to your Transfer Agent account
  2. Click on "Review History" in the left navigation menu
  3. Select the "Reports" tab at the top of the page
  4. This will open the Reporting Dashboard

Step 2: Understand Available Report Types​

The platform offers several pre-configured report types:

  1. Transaction Summary Report: Overview of all transactions in a period
  2. Regulatory Compliance Report: Detailed compliance information for regulatory filings
  3. Investor Activity Report: Trading patterns by investor
  4. Token Transfer Report: Movement of specific tokens across wallets
  5. Exception Report: Transactions with compliance flags or issues
  6. Agent Activity Report: Actions taken by transfer agents
  7. Custom Report: Build your own report with selected data points

Review the description and sample of each report type to understand its purpose and content.

Step 3: Select a Report Type​

  1. Click on the report type you want to generate

  2. Each report type has a description and sample preview

  3. Consider which report best meets your current needs:

    • For regulatory filings, use the Regulatory Compliance Report
    • For internal audits, use the Transaction Summary or Exception Report
    • For investor monitoring, use the Investor Activity Report
    • For token tracking, use the Token Transfer Report

  4. Click "Select" to choose your report type

Step 4: Configure Report Parameters​

  1. Set the basic report parameters:

    • Report Name: Enter a descriptive name for your report
    • Date Range: Select the time period for the report
    • Deal Filter: Choose specific deals to include or select "All Deals"
    • Token Filter: Select specific tokens or "All Tokens"
    • Status Filter: Choose which transaction statuses to include

  2. Configure advanced parameters (varies by report type):

    • Grouping Options: How to organize the data (by date, token, investor, etc.)
    • Threshold Values: Minimum transaction amounts to include
    • Exception Criteria: Types of exceptions to highlight
    • Compliance Focus: Specific compliance aspects to emphasize

  3. Preview the report structure based on your parameters

Step 5: Review Data Presentation Options​

  1. The platform provides standard data presentation formats:

    • Tables: For detailed transaction listings
    • Summary Statistics: For high-level metrics and KPIs

  2. For each presentation format:

    • Review the included data points
    • Adjust sorting options if available
    • Note any highlighted items that require attention

  3. Click "Preview" to see how your report will appear

Step 6: Add Notes (If Needed)​

  1. If additional context is needed for the report:

    • Enter notes in the "Report Notes" field
    • Include any relevant compliance context
    • Explain any unusual patterns or exceptions
    • Document compliance procedures followed

  2. These notes will appear in the report's notes section

Step 7: Preview and Refine the Report​

  1. Click "Generate Preview" to see a sample of your report

  2. Review the preview for:

    • Accuracy of data
    • Completeness of information
    • Clarity of presentation
    • Compliance with regulatory requirements

  3. Make adjustments as needed:

    • Add or remove data fields
    • Modify visualizations
    • Adjust filtering criteria
    • Enhance compliance annotations

  4. Click "Update Preview" to see your changes

Step 8: Generate the Final Report​

  1. Once you're satisfied with the preview, click "Generate Final Report"

  2. Select the output format:

    • PDF (for formal documentation and printing)
    • Excel (for further data analysis)
    • CSV (for data integration)
    • HTML (for online viewing)

  3. Choose report delivery options:

    • Download immediately
    • Save to platform repository
    • Email to specified recipients
    • Schedule for recurring generation

  4. Click "Generate" to create the final report

Step 9: Distribute the Report​

  1. For reports that need distribution:

    • Click on the "Distribution" tab
    • Select recipients from the platform user list
    • Add external email addresses if needed
    • Set access permissions for each recipient

  2. Customize the distribution message:

    • Add a subject line
    • Write an explanatory message
    • Include any special instructions
    • Set notification preferences

  3. Click "Send Report" to distribute to all recipients

Step 10: Archive Reports for Compliance​

  1. All generated reports are automatically archived in the platform

  2. To ensure proper archiving:

    • Add appropriate tags to the report
    • Set retention period based on regulatory requirements
    • Assign compliance categories
    • Link to related reports or documentation

  3. Access archived reports:

    • Navigate to the "Report Archive" section
    • Use search and filter tools to find specific reports
    • View archiving metadata and access history

Step 11: Set Up Scheduled Reports​

  1. For recurring reporting needs:

    • Click "Schedule Report" after configuring a report
    • Set frequency (daily, weekly, monthly, quarterly)
    • Select specific days or dates
    • Set generation time
    • Configure automatic distribution

  2. Manage scheduled reports:

    • View all scheduled reports in the "Scheduled Reports" section
    • Edit schedule parameters as needed
    • Pause or resume scheduled generation
    • Update recipient lists

Best Practices​

  • Understand Requirements: Know exactly what regulatory and compliance reporting is required
  • Consistent Scheduling: Set up regular report generation for required compliance reports
  • Comprehensive Data: Ensure reports include all necessary data points for compliance
  • Clear Annotations: Add thorough explanatory notes for any exceptions or unusual patterns
  • Consistent Format: Use consistent report formats for similar reporting needs
  • Appropriate Detail: Include sufficient detail for compliance but avoid overwhelming reports
  • Secure Distribution: Ensure reports are only shared with authorized recipients
  • Proper Archiving: Maintain archived reports for the required retention period
  • Regular Reviews: Periodically review report templates to ensure they meet current requirements
  • Version Control: Track changes to report configurations and templates

Troubleshooting​

Common Issues​

  1. Report Generation Timeout

    • Solution: Reduce the date range or narrow the scope of the report
    • Solution: Break a large report into multiple smaller reports
    • Solution: Schedule the report to run during off-peak hours

  2. Missing or Incomplete Data

    • Solution: Verify that all data sources are accessible
    • Solution: Check if any transactions are still pending or processing
    • Solution: Ensure you have permissions to access all relevant data

  3. Visualization Errors

    • Solution: Simplify complex visualizations
    • Solution: Verify that data types are appropriate for the selected visualization
    • Solution: Reduce the number of data points in a single visualization

  4. Distribution Failures

    • Solution: Verify email addresses are correct
    • Solution: Check recipient permissions
    • Solution: Ensure the report file size isn't too large for email distribution

  5. Regulatory Compliance Concerns

    • Solution: Consult with the compliance team about specific requirements
    • Solution: Use pre-approved regulatory report templates
    • Solution: Include all required disclaimers and declarations

Getting Help​

If you encounter any issues while generating compliance reports:

  1. Navigate to the /support Support center by clicking on the "Support" link in the main navigation
  2. Select the appropriate category for your issue
  3. Provide specific details about your issue, including any error messages
  4. Submit your support request
  5. Support staff will respond through the platform's notification system