StockTrack FAQs

StockTrack FAQs
by chunsberger

Operating System:
Windows 7,8.1 Professional, or Windows 10
Screen Resolution at least 1152 x 864 or 1366×768 for wide screen
A laser or ink jet Printer
File Server: Microsoft File Server

StockTrack was first published in 1989. Updates are issued periodically. All licensed users on support plans receive links to all updates at no additional cost. The updates are simple to install and move all data forward.

Yes, the positioning of the information on dividend checks and on stock certificates is user definable. You can use standard one check per page checks either preprinted with your company name, check numbers, etc. or you can use blank one check per page check stock.

You can also modify the certificate layout in StockTrack to work with your current certificate.

Mailing labels can be printed by selecting Mailing Labels from the Utilities | Mailings and Ad Hoc Reports menu.

You can select shareholders based on holdings, as well as other criteria. Choices of many standard Avery label formats are available.

Utilities | Mailings and Ad Hoc Reports | Export Merge is another tool you can use to generate labels.

The Export Merge data files generated by StockTrack can be used by Microsoft® Word, Microsoft Excel and many other programs. Once the file is generated, follow your word processor instructions to use this data file or review the list with Microsoft Excel.

The ease of setting up Dividends, Interest Payments, and other Cash Distributions is one of the qualities that StockTrack users enjoy about StockTrack. Below is an outline of the procedure to generate a distribution in StockTrack.

Part 1 – Review Setup

  1. Update direct deposit account information as necessary
  2. Update any shareholder addresses or seasonal addresses that need to be changed. (Checks are not printed for lost shareholders. You can also hold checks for other shareholders if necessary.)
  3. Review the Bank Setup screen to be sure that ACH information is correct for your company
  4. Prenote some or all shareholders’ accounts if you wish to send out this preliminary file to check account status
  5. Review check format. Run an alignment test to be sure the check layout is correct. (Checks can be printed on preprinted check stock or blank check stock. Multiple bank accounts can be set up and each bank can have its own check layout.)

Part 2 – Set up any applicable withholding

  1. Review and confirm FIT, State and Other withholding settings

Part 3 – Be sure that all transactions through the record date are complete

Part 4 – Create the Cash Distributions

  1. Select to generate the appropriate type of distribution. Enter rate, record date and pay date
  2. Review the Proof Register. (The information on the Proof Register can be used to prepare your funding request.)
  3. Once funding is approved and available, use the Print Cash Distribution Checks + ACH to complete the distribution. (If the printer mangles one or more checks, they can be reprinted)
  4. Send the ACH file generated by StockTrack through your banking channels for settlement.

After the Distribution is completed

  1. You can print a check register as well as many other reports related to your distribution.
  2. If a shareholder loses their check, you can cancel and reprint a new check as well as put a check on hold if it can’t be delivered. If direct deposit account information was incorrect, a check or an ACH file can be generated (after you fix the account info) to correct the problem.

Enter the shareholder’s bank account information on the shareholder screen under the tab-other.  StockTrack can prepare the NACHA formatted file that can be processed by the Automated Clearing House (ACH).  This is set up on the Utlities | Settings | check layout, direct deposit & bank set-up screen.  You can elect to print direct deposit/cash disbursement confirmations to notify holders of their dividend deposits.  Dividend and cash-in-lieu checks will not be printed for these shareholders.  The Direct Deposit Register provides a report on these dividends.

StockTrack has tools to help S-Corporations process cash disbursements appropriately, calculate pro-rata ownership, and to help S-Corps with K-1 and other reporting.

Phantom stock is a method of tying a company’s performance to special compensation for employees. Employees are granted ‘shares’ of ‘Phantom’ stock whose value fluctuates with the stock value. If the value goes up, employees can turn in their Phantom stock for cash. Companies have a lot of flexibility in setting up the rules under which Phantom Stock can be cashed in. Many companies use StockTrack to track Phantom stock and Stock Appreciation Rights (SARs) issued to employees similar to the way that shares are tracked in StockTrack by using a special stock ‘Type’.

Stock Appreciation Rights (SARs) is a method of tying a company’s performance to special compensation for employees. Employees are granted SARs whose value fluctuates with the stock value. If the value goes up, employees can turn in their SARs for cash. Companies have a lot of flexibility in setting up the rules under which SARs can be cashed in. Many companies use StockTrack to track SARs and Phantom stock issued to employees similar to the way that shares are tracked in StockTrack by using a special stock ‘Type’.

No.  Any number of people can use StockTrack simultaneously. 

There are almost no limits in StockTrack.  Each separate file (shareholder, certificate, dividends, etc.) can be up to two gigabytes in size.  Many thousands of shareholders and transactions can be handled.

There are many built in reports in StockTrack. In addition, StockTrack has a function to produce an export file that summarizes active shareholding by stock class or shareholder, making one flat file from several related files and conditions. All the raw data in StockTrack is in a DBF file format which is a commonly used interchange format and can be read by many report writers, spreadsheets, and word processors.

StockTrack includes unlimited phone and email support to registered users as part of your yearly support agreement. Support is available between the hours of 9:00AM and 5:30PM East Coast time.

  1. Short phone sessions on many topics are included as part of your support fee.
  2. We will provide five or ten minute introductions to answer questions on any StockTrack topic (to go over what is needed to handle proxy, for instance.) These short sessions may be all that you need.
  3. There are white papers on some topics and some recorded tutorials available at no charge to you on the Tutorials and Training page of our website.

There is virtually no limit to the number of companies that can be set up in StockTrack. Commercial transfer agents utilizing StockTrack software manage many more than 1000 issuer companies.

Yes. You can handle Federal and state backup withholding in StockTrack.

Yes. You can get reports on share ownership and transactions for all of these categories. You can also get reports on shareholders that own more than a percentage of outstanding shares that you specify.

This information and more is available from the Security Holder Listing report. You can select a minimum or maximum Number of Shares, as well as a minimum Percentage of Shares to appear on this report.

Follow these steps to properly document a name change or correction:

  1. Ask the shareholder to return the incorrect certificate with appropriate documentation.
  2. Create a new shareholder with the corrected name.
  3. Transfer the certificate to the corrected shareholder and issue it.

The StockTrack Workstation Install needs to be run on every workstation on which StockTrack is used.

  1. Use My Computer to find your StockTrack folder and double-click to open the folder.
  2. Double-click on the /WorkstationInstall folder to open it.
  3. Double-click on setup.exe

When the workstation setup is complete, you should be able to print and preview StockTrack reports.

Use the Dividend Proof Register to review the proposed checks before you print them. (At this point, the dividend can be cancelled and corrections made if necessary.) After the checks are printed and the dividend is final, you can review the checks issued by printing the Check Register.

Yes. There are two methods of tracking options and warrants in StockTrack. One handles multiple vesting dates and the other allows you to treat options and warrants in a manner similar to stock.

 With either method, reports display lists and totals of your Options and Warrants.