ShareManager Australian Stock Market Portfolio Management Software

A: The software has been available for some 15 years, and works on both PC and Mac systems. As investors ourselves we developed the software to suit our investment needs for easy entry of stock purchases, sales, capital gains (for tax reports) and dividends including DRP plans. A Trusts module was added to cover a number of other types of investment and income.

The product may be downloaded as a demo or ordered directly from our website, and it is compatible with the latest Macintosh and Windows systems software. The Demo version may be converted to the full program by obtaining a specific Serial Key from our Sales Support (support@sharemanager.com.au).

A: Some aspects which our users have found very useful are:

• The general search, find, and grouping options covering Companies and Investors, currently held or sold (the 'Selector' very useful here).
• The ability to sell part parcels and multiple parcels in one action with auto-entries in the various parcel records.
• The single entry for DRP dividends with an auto-entry for the DRP-Stocks parcel.
• Dealing with 'Bonus' issues - apportioning the issue between stock parcels with prices adjustment.
• Trust incomes with a variety of types.
• The ability to have multiple investors, funds, and have separate or combined reports.
• The 'What if' feature showing parcel sales options, allowing an intelligent decision on parcel selection with regard to CGT.
• The CGT report showing tax liabilities meeting the CGT Rules on 'period held'.
• The ability to list transactions for a company showing purchase and sales with pricing details (Reports).
• The many Window-Portals listing linked share parcels allowing quick navigation between them.

A: The answer is a simple YES: it is common to sell part parcels, and a feature of the program is to deal with selling part parcels which automatically adjusts the purchase entries for the residue, also splits brokerage entries between the parcels. This may be done with an individual parcel, or with a group of parcels sold under one order with combined brokerage.

A: While ShareManager has good systems for backing up its own files, and transferring data from its own files when update versions become available, it is generally not practical to import data from these other program formats.

The best approach we suggest in cases where one would like to adopt ShareManager and incorporate ones existing portfolio is to focus on the basic needs:

1. Enter the Companies in which you currently hold shares in the Companies section (ASX and name only).

2. From your existing records enter the transactions which have occurred (Stocks , Sales and Dividends) which have not yet been reported on in your Tax returns (capital gains and dividend income).

This approach limits the entries needed to give you a working version with all the needed current data for the future. Past transactions have presumably been dealt with for tax purposes and you could have a hard copy of that data for any needed reference.

A: ShareManager is basically designed for direct share purchases and sales, with provision for Dividends/Trust income. A range of reports deal with CGT, Imputation credits, Profit/Loss positions. Specific requirements for options and warrants, and CFD's are not covered.

A: Version 4 will not work with the Lion system so be sure to use the facility in Stocks-Utilities "Export data from all modules" before you install OS 10.7 (Lion), and retain these datafiles for Version 5.

If you have already installed 'Lion' and do not have access to a Snow Lion system, then we would be able to assist in providing datafiles from your version 4. If this is the case let us know and we can address this issue.

Procedure in transferring data files: Open the version-5 folder and locate the sub-folder 'data_v4_conversion', and place the datafile set from version 4 into this folder. You can now open the program and from the Utilities section select the option 'Import version 4 data'. This effects the transfer and your transferred entries are shown in each Section.

A: The latest Version 5 upgrade is available as a download from this website (sharemanager.com.au). In your current working version you first need to export your current data using the facility in the Utilities Section (Export Version 5 Data). This creates a set of files in the 'Data' folder which is part of the full program folder on your Desktop. Close the program and move these files to a new folder in readiness for the transfer.

Open the main folder in the up-grade version, remove the contents of the 'Data' folder and replace the contents with your transfer file set. You can now open the program in the usual way, go to the Utilities section and select 'Import Version 5 Data'. Your transferred transaction entries are now shown in each Section.

A: For backups the main options are:

From the Utilities section choose 'Export version 5 data'. This places the key files in the Data folder within the main program folder (any files already in the folder are replaced). These files may be transferred (dragged) to an external folder, labeled as a backup, assigned a date and moved to any external drive you choose. Repeat at intervals according to the level of changes.This method gives the smallest backup set.

Options are available also from the 'Finder': with the program folder selected from the 'Find' menu you may select to Compress the whole program folder to a zip file or even burn a CD (perhaps annually?) . These backups are much larger files but size is not always the issue.

For Macintosh users the 'Time Machine' facility offers another option where data is stored automatically on an external drive.

A: The 'Trusts & Other Income' file allows for a range of income from Trusts, Foreign, Tax-free and Taxdeferred, etc. Tax-deferred components may require you to reduce the cost base of the securities, and the 'Reckoner' facility in the Utilities section can assist in making the necessary changes. Advice on this is normally provided in the distribution documents.

A: You can get daily closing prices from many sources, Ozemail, CoolTrader, Paritech Systems (Melbourne), and many others, some free others you pay. Bear in mind that the only prices of any value in ShareManager software are for the stocks you currently hold, and the 'Price up-date' facility automatically groups all held company records, imports the new price, and the new valuations are then reflected in the various reports.

To use this facility select 'Up-date ASX Prices from Datafile' in the Utilities section. You need to have available the end-day prices file in a specific format ('comma separated text with line breaks'), which is the more standard format available. The import process requires you to 'point' to the prices file, and you then need to indicate whether the data is in Dollars or Cents. The prices update then proceeds automatically.

For the manual method select 'Up-date ASX prices manually' from the Utilities section and then enter each company price shown in the list of held stocks. (Note that using the command-1 keys will scroll through the list as an alternative to using the mouse. Clicking the mouse on the underlined heading will do the same.)

A: In this situation the unit quantities and prices needs to be altered, and if no cash is involved the total cost would remain un-changed. This is a simple calculation for a single stock parcel, but the 'Reckoner' in the Utilities screen (Stocks Section) does this calculation for multiple parcels nicely as follows:

Select Reckoner - Re-Structure. This is best illustrated with an example: You own 1,000 shares purchased at $5.37 and a re-structure (or takeover) you are allocated 350 'new' shares. Enter a number for your 'New Shares' and also the 'Current Shares, and on the left side of the table 5.37 and 1000 under UNIT PRICE and QUANTITY. The new Quantity and prices shows on the right side of the table (ie. 350 units @ $15.343, total $5,370).

You now need to edit the original purchase entry in the Stocks file, keep the purchase date unchanged, also the brokerage, but alter the quantity and price (also company ASX code in a takeover). Make a note in the area provided making reference to the changes. Typing under 'Transaction description 'Re-structure' would also be good.

Your reports will show the new company with the original purchase date, and transaction history will show the 'description' entry.

A: With Capital Returns the tax law has changed in some ways since 1999, but in general dealing with recent returns the following would apply:

The value of the return has to be applied in proportion to all the parcels held of the company at the return date. You can use the 'Cost Base Adjuster' in the 'Reckoner' to do this (Reports section). This is a calculator only and does not alter any record entries. So having entered the parcel unit quantities and price paid, the reduced costs are shown reflecting the dollar capital return.

Print this out and manually adjust the cost price in each of the record entries, suggest also adding a note in 'Optional References' noting the Cap. Return and date. This would look after the price adjustment, but you need to check with your tax advisor if the original parcel purchase date stands. The pre-1999 regulations allowed indexing of the cost base before applying the capita return, and changing the effective purchase date to the Capital Return date, but the current situation on this aspect and the specific details covered in the Company notification needs to be clarified by a Tax/ Financial advisor.

A: Assuming the ASX code remains the same go to that record in the Company section and enter the new name so over-riding the old name. Having done that all the records in Stocks and Dividends, etc. will show the new name. The ASX code effectively looks-up the entry in the Company section.

A: The $x,xxx.xx format set for a particular data field is basically to give a practical width for dollar values in reports which is limited by the page width. You can enter numbers with any number of decimal places and the calculation uses the full figure. It shows just the rounded figure. If you click on any dollar entry box you can see the full un-rounded figure and all calculations are accurate.

A: This is a fairly uncommon situation but can occur with or without a Company name change. The first thing to do is enter the new details into the Company section as a new record, leaving the previous entry intact. (Suggestion: make a note on the entry indicating the change and date.)

In the Stocks section use the 'Find' facility to group all the entries for the 'old' ASX code (you can choose to group just the last years entries, or all historical entries, or just those 'held' or 'sold').

From the 'Details' screen place the cursor in the ASX code field (accept the prompt to edit the field). With the cursor in the ASX field and contents 'hightlighted' press the 'Delete' key to remove the ASX entry and enter the new ASX.

With the cursor still in the field box use the 'Command-Equals' keys to replace the entry in the other records. A dialog box then requests you to accept the replacement of the old ASX with the New ASX in all the grouped records. Accepting this changes all the entries, and the Company name you entered into the new Company record is shown.

An entry in the Notes field about the changes for reference would be useful (again Command-Equals will place the note in all the group entries).

A: In the Companies Section: retain the entry records for Company 'A' and create a new entry for Company 'B' with the ASX and Name.

In the Stocks Section: perform a 'Find' for Company 'A' (using the Selector with the ASX Code for 'Held' parcels) which gives you a list of the parcels. Go to the Details View and place the cursor in ASX Code field box (accept the 'Edit' dialog) and enter the ASX Code for Company 'B' and press the 'Tab' key. The name for Company 'B' is now shown. Repeat this for each parcel in the list.

(Suggestion: make a comment in the Notes box on the entry record with details like date, and share ratio allocations, just so that it is clear in the future.)

You now need to edit the purchase price entry and the unit numbers (if changed) to give the same cost base. The number of Company 'B' shares would depend on the deal (i.e. the ratio of Company 'A' to Company 'B' in the take-over), and you would have to calculate the revised share units and edit the entries to show the same cost.

If some cash return was involved in the take-over, the cost base of each parcel would need adjusting (see the Reckoner facility in the Utilities Section which has a facility do do the calculations for multiple stock parcels). The original purchase date could remain unless the transaction notice deemed otherwise.

We have to add that as we are focussed on the mechanism and functionality of the program we are just not qualified to give any advice on specific situations, and where the situation is not clarified in the transaction notices you should seek advice from your professional financial advisor or tax agent.

A: The 'What if?' facility provided in the Reports screen allows you to enter a company code, anticipated sale price and date. You are then shown a list of all held parcels for that company with the profit/Loss value for each parcel. The tax liability shown takes into account the tax law allowing for a 50% reduction in the taxable gain for parcels held for more than 12 months. This is a calculator only and has no interaction with your actual data entries. We suggest that you print out the details, select the parcels (or part of), and then use the 'Selector' to list the particular stock parcels, and then execute the sale for an individual or group of parcels.

A: A number of issues occur from time to time which are outside of the norm in handling share records, buy-backs, capital, returns, re-structures, Company name changes, take-overs, etc. ShareManager software has no automatic way of dealing with such events. They tend to be varied in case to case and impractical to cover. The exception is bonus share issues in that we provide an automatic way of distributing the bonus shares amongst other stock parcels as required with price adjustments.

However, you are generally able flexibly to edit existing record entries to deal with the above situations. In the case of a buy-back you would have to refer to the specific documentation giving details of the units to be acquired and the cash payment, also aspects of capital gain (or loss) need to be clarified with your tax or financial advisor. When these aspects are resolved you can then edit the existing entries for that Stock with the new unit quantity - the residue purchase date and unit price would usually be un-changed but needs advice.

So really each event needs checking out, and the final adjustments made by editing original entry(s), and including an appropriate comment in the 'Notes' box would then provide a useful future reference.

A: Enter the initial price in the usual way. When a second installment is made add the amount to the initial price making appropriate reference to the transaction in the 'Notes' area. Ensure that you have entered the 'deemed' purchase date according to the company prospectus. You may need to check this with your broker.

A: The software has the capacity to deal with 'old' share purchases pre-GST, and the cost base indexation which was later allowed, and subsequently the 50% discount system which applied to recent sales (post 1999) for parcels held over 12 months. So that covers the basic needs.

Regarding bonuse,s this is OK too BUT for companies involved with the bonuses you will need to enter the purchases in date order, and run the 'Bonus Apportioning' utility at the time of each bonus receipt. Other companies can be entered in random order. On very old purchases there was Stamp Duty on transactions, and this entry field is no longer in the current version. No problem really as you can add the amount as GST. Tax Reports are made by fiscal year, which is a key entry as transactions are recorded. The P/L and Cap. Gains reports are then grouped by Fiscal Yr. The CG Reports calculate Tax liability with discount or indexing whichever gives the least tax. You may wish to evaluate the operation of the program by downloading the free Demo on our website (sharemanager.com.au), plus the e.manual for reference. (We are not able to give any taxation advise but we recommend that you check the position of inherited investments, as opposed to your own purchases, with your financial advisor.)

A: Bonuses issues affect all the parcels held at the issue date, including any DRP stock parcels. The cost base of each parcel remains the same, so the purchase price has to be adjusted to do this.

To facilitate Bonus entries the ''Bonuses' section provides a means to do this automatically. You need only to enter the Investor and ASX codes, together with the issue date, and all the 'held' stock parcels are shown.

You then need to enter the bonus details (like 1 new for 4 units held), follow the on screen prompts and the prices are adjusted in all the parcels to retain the original cost base.

Care needs to be taken when entering historical data in that the Stock parcels purchased need to be added in date order where bonuses are involved, as bonuses must be added and apportioned just to the stock parcels held at the time of issue. Otherwise the date order of entry is not important.

A: Do in two parts:

Stocks Held at given date, say 30-6-2000, and still Held
Open the Stocks file Entry screen.
Click on 'Specify' in the 'Find' area.
Set investor.
Set Status field to 'Held'.
Set Pur. Date to <30-6-2000.
Perform Find.
Go List & Print.

Stocks Held at 30-6-2000 and since Sold
From the Stocks Entry screen (any record entry) click 'Sale Entry'.
Click on 'Specify' in the 'Find' area.
Set Sold Date to >30-6-2000.
Set investor code as required.
Set Pur. Date to <30-6-2000.
Perform Find.
Go List & Print.

(The lists in steps 1 & 2 now provide your stocks. Do not use the Reports screen options, as this will deal only with currently Held Stocks.)