An asset schedule is one source of record keeper figures for a plan year. In most cases it is the participant activity file you download from the plan's record keeper. You add the file to the plan's reconciliation, Stax.ai CX reads it, and CX matches each row in the file to a person in the client's census. This article shows you how to add a schedule one plan at a time.

[Image to add] 🎬 GIF: On the Cedar Ridge Excavating 401(k) Plan workspace (Schedules tab), click Add Asset Schedule, confirm American Funds is selected, click Continue, drop the American Funds .csv onto the upload box, click Upload & Process, and stop when the Match Participants step appears. 10 to 15 seconds.

What is an asset schedule?

An asset schedule holds what the record keeper reports for one plan year: opening and closing balances, contributions by money type, distributions, loans, and other activity. CX compares those figures to the client's census so you can see where the two disagree.

A few things to know:

One schedule per record keeper. Each plan year can hold one schedule from each record keeper. If a plan changed record keepers during the year, add a schedule for each one.
One file is usually enough. Empower's and American Funds' reports carry transactions, loans, and forfeitures in a single file. Voya's and Vestwell's reports carry the year's transactions. You upload one file per record keeper.
Nothing reaches the Form 5500 yet. Figures only flow to the 5500 after you confirm and lock the reconciliation.

Trust Accounting as a source is coming soon.

Before you start

Check these items first:

You have write access to Retirement. If you have read-only access, the Add Asset Schedule button does not appear.
The reconciliation is not locked. You can't add a schedule to a locked plan year. Unlock it first. See Confirming and Locking a Reconciliation.
The plan year has a reconciliation. CX starts one for you the first time someone with write access opens the plan's reconciliation.
You have the right report. CX can read files from Empower, American Funds, Voya, and Vestwell. Each record keeper has one report that works. See Record Keeper Report Guide for Asset Reconciliation.
The file is the right type and size. CX accepts .xlsx and .csv files up to 50 MB. Upload the file exactly as the record keeper gave it to you. Don't edit, re-save, or remove names and SSNs.

Add an asset schedule

Open the plan's reconciliation. You can get there two ways:
a. Click Reconciliation under Retirement, choose the plan year, then click the plan.
b. Or open the plan record, click the Assets tab, then click Asset Reconciliation.
The plan's reconciliation workspace opens on the Schedules tab.
Click Add Asset Schedule. The Upload Asset Schedule window opens on the Select Record Keeper step.
[Image to add] 📸 SCREENSHOT: Cedar Ridge Excavating 401(k) Plan workspace, Schedules tab, with the Add Asset Schedule button highlighted next to the Search custodians… box. Show the three summary cards above the tabs.
Pick the record keeper that produced your file. CX selects the plan's record keeper for you when it can read that record keeper's files.
• Use Search custodians to find a record keeper fast.
• Leave the category menu set to Record Keepers.
• Tiles you can't pick show Stax can't read its statements yet.
Click Continue. The Upload Files step opens and shows your choice under Selected Custodian.
[Image to add] 📸 SCREENSHOT: Select Record Keeper step for Cedar Ridge Excavating 401(k) Plan with the American Funds tile selected and the Empower, Voya, and Vestwell tiles visible. Include at least one greyed tile showing "Stax can't read its statements yet."
Add your file to the TPA Transaction File / Summary box. Drag the file onto the box, or click Drag and drop or click to upload and choose the file. The box shows the file name and size. Click Remove if you picked the wrong file.
Click Upload & Process. The window shows Processing asset schedule while CX uploads the file, reads it, and matches each row to the census.
[Image to add] 📸 SCREENSHOT: Upload Files step with the American Funds .csv added to the TPA Transaction File / Summary box, showing file name, size, and the Upload & Process button.
Wait for processing to finish. Most files take less than a minute. When it's done, the Match Participants step opens.
Review the matches and click Confirm matches. See Matching Participants to Your Census for how to fix rows that need a look.

Tip: You don't have to wait. Once the file is uploaded and processing, you can close the window or click Back to Schedules. Processing keeps running, and the Status column on the Schedules tab shows progress.

Important: If an import failed, or you leave before your file finishes uploading, CX asks: "Cancel this schedule import? The schedule has not been completed." If you confirm, CX asks once more and then permanently removes the schedule and its file.

What each step means

Step	What you do	What to know
Select Record Keeper	Pick who produced the file.	CX reads each record keeper's report in its own way. Picking the wrong one causes a read error.
Upload Files	Add one .xlsx or .csv file.	Upload & Process stays disabled until a file is added.
Match Participants	Check that each row in the file is the right person.	Totals for this schedule stay hidden until you confirm the matches.

Processing states

While CX works on your file, you see one of these:

What you see	What it means	What to do
Processing asset schedule with "Uploading the selected file…"	The file is going up to CX.	Wait.
Processing asset schedule with "Parsing and matching the selected file…"	CX is reading the file and matching people to the census.	Wait, or go back to Schedules. The Match Participants step opens on its own if you stay.
Still queued	Processing is taking longer than usual. It keeps running on the server.	Click Try again, or click Back to Schedules and check the Status column later.
One or more files could not be parsed	CX could not read the file. The card explains why, often naming the row at fault. Some errors also show a Reference for support line.	Use the error table below. Then click Try again or Remove schedule.
Some files did not upload	The upload was cut off.	Click Upload remaining files.

The Schedules table

The Schedules tab lists every asset schedule for the plan year. Each row shows:

Column	What it shows
Custodian	The record keeper that produced the file.
Type	Record Keeper for an uploaded file.
Status	Where the schedule stands. See the list below.
Total Assets	The closing balance the file reports.
Total Contributions	Contributions the file reports, as printed on the statement.
Total Withdrawals	Withdrawals the file reports, not counting loans.
Start Date and End Date	The period the file covers.

The Status column shows one of these:

Status	What it means
Matching…	CX is reading the file and matching rows to the census.
Match failed	The file could not be matched. Open it to see the error and try again.
Needs review	Matches are ready to review. Totals stay held until you confirm them.
Confirmed	Matches are confirmed and the schedule's totals are shown.
Re-confirm	The figures changed after you confirmed. Confirm the matches again.

Note: Amounts show a dash (-) until you confirm that schedule's participant matches. This keeps unchecked figures out of your totals.

Click a row to review that schedule's participant matches.
Open the row menu to use Download Schedule (downloads the reconciliation workbook) or Delete schedule. Download is available once every schedule's matches are confirmed.
Delete schedule removes the schedule and its files, matches, and figures. CX then recalculates the reconciliation. You can't delete a schedule while the plan year is locked.

[Image to add] 📸 SCREENSHOT: Schedules table for Cedar Ridge Excavating 401(k) Plan with one American Funds row after matches are confirmed, showing all eight columns with the Confirmed status and amounts filled in. Open the row menu so Download Schedule and Delete schedule are visible.

The Source Files window

The Source Files window lists the files behind each schedule. While a schedule's matches are waiting for confirmation, click any amount in the summary cards at the top of the workspace to open it.

In Source Files you can:

Download a file to see exactly what was uploaded.
Edit dates to correct the period a file covers. Enter a Start and End date, then click Save. The start date must come before the end date.
Remove a file. CX recalculates without it, and the schedule's matches need confirming again.
Add file to an existing schedule. Choose the Schedule and Report type, then choose an .xlsx or .csv file. The Report type list only shows the report types CX reads for that record keeper. For Voya and Vestwell, that's the transaction report.

Click Done to close the window. When the plan year is locked, the window is read-only and shows Locked · read-only.

Tip: CX sets a new file's dates to January 1 through December 31 of the plan year. If the plan has a non-calendar plan year, use Edit dates to set the real period.

📸 SCREENSHOT: Source Files window for Cedar Ridge Excavating 401(k) Plan showing the American Funds group with one file, its size and period, and the Edit dates, Download, and Remove actions. Show the Add file panel at the top.

Errors and what to do

Message	Why it happens	How to fix it
"{file name}" must be an .xlsx or .csv file.	The file is a PDF, .xls, .zip, or another type.	Download the report again: .csv for American Funds, .xlsx for Empower, Voya, and Vestwell.
"{file name}" is larger than 50 MiB.	The file is over the 50 MB limit.	Download only the one report for this one plan and plan year.
This file is empty.	The file has no content.	Download the report again from the record keeper.
Pick a record keeper first	You clicked Continue before picking a record keeper.	Pick a record keeper tile.
Add the transaction file first	No file is in the upload box.	Add your file, then click Upload & Process.
Stax can't read its statements yet	CX can't read this record keeper's reports yet.	See Record Keeper Report Guide for Asset Reconciliation for what's supported.
This reconciliation is locked. Unlock it to add an asset schedule.	The plan year is locked.	Unlock the reconciliation first.
You have read-only access. A team member with retirement write access must add the asset schedule.	Your role can view but not change Retirement data.	Ask a teammate with write access, or ask your admin to update your access.
You don't have permission to upload these files.	You don't have access to this plan or this action.	Ask your admin to check your access.
This plan year already has a schedule from {record keeper}. Open it from Schedules, or delete it there to upload a replacement.	The plan year already has a schedule from this record keeper.	Use the existing schedule. To replace its file, remove the old file and add the new one in Source Files, or delete the schedule and add it again.
Stax couldn't load the uploaded file from storage. Try again; if it keeps failing, upload it again.	CX saved your file but couldn't read it back.	Click Try again. If it fails again, remove the schedule and upload the file again.
The parser could not read this file, with a Reference for support line	Something went wrong that isn't about the file's contents.	Click Try again. If it keeps failing, contact support and share the reference line.
One or more files could not be parsed, with "this doesn't look like" a record keeper's report	The file is a different report, or it came from another record keeper.	Check you picked the right record keeper, then upload the report listed in the report guide.
One or more files could not be parsed, with "this is Empower's participant summary report"	You uploaded Empower's participant summary report.	Upload Empower's participant activity report instead.
One or more files could not be parsed, with "Voya's TPA Download (Plan Data Import), which is not supported yet"	You uploaded Voya's flat TPA download.	Upload Voya's Plan Administration Report instead.
One or more files could not be parsed, with "could not be opened as an Excel workbook" or "could not be read as a CSV"	The file isn't the type that record keeper provides, or it was re-saved.	Upload the file exactly as the record keeper provides it.
One or more files could not be parsed, with "looks cut off or damaged" or "the file looks truncated"	The file was cut off partway through.	Download the report again and upload the complete file.
One or more files could not be parsed, with "both look like"	The workbook has two sheets that look like the report.	Upload a workbook with only one copy of the report.
One or more files could not be parsed, with "is missing the column(s)", "more than once", or "past the last named column"	The file's columns were changed.	Download the report again and upload it without editing.
One or more files could not be parsed, with "covers more than one plan" or "covers more than one reporting period"	The file holds more than one plan or period.	Download one file per plan, for one plan year.
One or more files could not be parsed, with "has no name and no SSN"	Names and SSNs were removed from the file.	Upload the original, unedited file.
One or more files could not be parsed, with "is not a number"	A figure cell holds text. This usually means the file was edited.	Download the report again and upload it without editing.
One or more files could not be parsed, with "the same name and the same last four SSN digits" or "appears with more than one SSN"	Two people in the file can't be told apart, or one person has two SSNs.	For Vestwell, fix the SSN in Vestwell and download again. Otherwise, contact support and share the file.
One or more files could not be parsed, with a money type, money source, or column CX "can't read yet" or "can't import yet"	The file holds money CX doesn't read yet. CX refuses the file so no money is left out.	Contact support and share the file.
One or more files could not be parsed, with "the balances don't add up"	A participant's activity does not add up to their closing balance.	Contact support and share the file.
Some files did not upload	The upload was interrupted.	Click Upload remaining files. If it fails again, check your connection.
Still queued	Processing is backed up. It keeps running on the server.	Click Try again, or check the Status column on Schedules later.

After you fix the cause, click Try again to read the file again, or click Remove schedule to start over.

You're all set!

Once you confirm the matches, the schedule's totals appear on the Schedules tab and in the summary cards. Next, review the differences on the Plan and Accounts tabs.

Tips

Download fresh. Most read errors come from files that were opened and re-saved in Excel. Upload the file exactly as the record keeper sent it.
Have many plans to do? Use Bulk upload RK files on the Reconciliation queue to add files for many plans at once. See Bulk Uploading Record Keeper Files.
Check the dates. For a non-calendar plan year, fix the file's dates in Source Files before you review differences.
Voya employer money. Voya reports all employer money as one source, which CX files as match. If the plan's employer money is safe harbor or profit sharing, use an override to move it. See Overrides and Census Corrections.

What is Asset Reconciliation?
Matching Participants to Your Census
Bulk Uploading Record Keeper Files
Record Keeper Report Guide for Asset Reconciliation
Reading the Plan and Accounts Tabs
Overrides and Census Corrections
Confirming and Locking a Reconciliation
Asset Reconciliation Troubleshooting and FAQ

Adding an Asset Schedule from a Record Keeper File