How to create and publish a transaction in Debt Tracking ?

Introduction

Debt Tracking enables you to efficiently monitor and manage all financing transactions within your portfolio. This guide outlines the step-by-step process for data entry and publication across common use cases.

The same tool supports a range of transactions:

Syndicated / multiparty. Invite your contacts, lenders, and borrowers through a collaborative, multi-entity interface.
Bilateral. Manage direct transactions with your client or issuer.
Participation Monitoring. Track any transaction, including those where you participate solely as a lender

Definition: “Operation manager” refers to any user responsible for overseeing the transaction, such as a Credit Officer, Facility Agent, Lead Manager, or a lender managing participation.

1. Create a transaction

a. Access Debt Tracking

To initiate the process, log in at : https://app.kls-platform.com/login

💡 Save this URL in your favourites for easy access.

From the Desk Kls homepage, select “Debt Tracking”, then “Operations” in the left navigation.

This table displays all transactions you have created, or you have access to as an agent:

“Transaction to prepare”: Unpublished transactions, visible only to the operation management team and your team manager. Until published, no lender or borrower has access. Key features (covenant control, monitoring, automatic notifications) activate only post-publication.
“Transaction in progress”: Published, live transactions. Stakeholder contacts receive automated account activation or invitation emails, and full functionality is available. See how to publish an transaction
“Transaction closed”: All archived/closed deals (See Close an transaction).

If you need access, request authorisation from your team’s operation manager

b. Creating the transaction base

Click “Create a new transaction” to start new financing:

Choose the type of transaction:

Corporate financing
Commercial real estate

Then complete required fields (marked *) and click “Create transaction”

You’ll then access a five-tab structure:

Transaction details. Define tranches, assign stakeholders, and set user access.
Dataroom. Organise and share all transaction-related documentation.
Covenant control. Dashboard for tracking current, scheduled, and archived covenants.
Covenant list. Digitise contractual covenants, set monitoring dates, thresholds, and margins
Activity feed: View a log of all events affecting the transaction (find out more information here)

Stakeholder views are mirrored—borrowers and/or lenders see the same structure as you.

Unpublished transactions appear in your “Transactions to prepare” tracker.

💡Transaction names appear in automatic notifications to help stakeholders identify each deal. Common format is Borrower/Issuer Name – Contract Date.

If “Create a new transaction” is unavailable, ask your team manager to grant you creation rights.

c. Complete the transaction summary

Add contextual information in the Transaction Details tab (“Edit” to open fields). Only mandatory items are required; other details provide clarity for stakeholders.

Note: All data is visible to stakeholders, except for ‘Risk group name’ and ‘Internal rating’. These are confidential to the management team

d. Complete your entity's administrative form

Click “Administrative information and access right” :

The page includes:

Agent administrative form: organisation identification (pre-filled), and payment account details. Choose which lenders and/or borrowers may see each account.
Transaction Agent access management: add contacts within your entity who should help manage the deal. All gain the same access and can perform identical actions. You can :
- Revoke access
- Resend invitation email (using the three dots menu next to each contact)

Please note: be sure to add your entity's contacts in the right place:

Management roles (agents, leaders, etc) belong in the Agent form.
Informational roles (front/back office) are added under your entity in the pool and will have the view of a standard lender. See how to add lender contacts.

e. Add your client/issuer

Add one or more borrower/issuer entities to the transaction.

Link each borrower/issuer to tranches and add relevant contacts (see continuation of article below).

f. Enter financing tranches

Add one or more financing tranches:

Define one or more tranches per transaction. Mandatory fields: tranche name, amount, client, including tranche maturity or due date. Other fields are optional.

You may add tranches after publication and later detail lender shares for each tranche (see further guidance).

g. Add your lenders

Essential for complex or syndicated transactions; for participation follow-up, still record lenders and quotas for portfolio exposure.

Click “Add a primary lender”:

You can then :

Choose from the directory (for local banks) or manually add a new entry (for investment funds/vehicles)

Always enter the asset management company, not the fund or vehicle name.

For multiple vehicles under one company, use the main matriculation for the first tranche with contacts; use unique dummy entries for subsequent lines. This approach prevents members of management companies from having multiple entries in Kls.

Define each lender’s roles (Arranger, ESG Agent, etc.). These are visible to all stakeholders:

Enter fees (confidential) and tranche allocations (visible to all).

Opaque sub-pools: If the transaction involves undisclosed sub-lenders, use the “Add a sub-lender” feature.

You can share documentation and covenant controls, just as you do with your main lenders:

A specific directory in the dataroom is dedicated to the sub-pool.
Covenant checks are shared with sub-lender contacts at the same time as with senior lenders.
You may send customised sub-pool-specific emails.

Sub-pool lenders are not visible to one another, or to the main pool or the client.

h. Invite your stakeholders to access the transaction

Mainly relevant for complex/syndicated or bilateral deals; for participation tracking, do not add external contacts.

Add borrower/issuer or lender contacts from either the client or pool area:

You access two tabs: Administrative form (for the stakeholder to fill), and Transaction access management (add/revoke users).

On publication, invited contacts receive an email with a folder link.

💡 Contacts with access may in turn invite colleagues—the action and view are mirrored for full audit trail.

💡 Track contact status with “account initialised” or “not initialised” indicators; resend invitations if necessary (links expire after 30 days, use the three-dot menu).

Until published, no external stakeholder has access to the transaction.

Final tips before publication:

All transaction details can be edited post-publication, except:

A client entity cannot be deleted after publication.
Client registration numbers cannot be amended after publication.

Double-check these elements before launching.

💡 Before publication, ensure you have at least one borrower/issuer and one tranche entered, these are mandatory.

Recommendations by case:

- Syndicated transaction: transaction summary, administrative form, pool, lender and borrower contacts.
- Bilateral: transaction summary, administrative form, borrower contacts.
- Participation monitoring: the pool only. No external contacts or interactions required.

2. Publish a transaction

To grant stakeholders access, the transaction must be published. Covenant publication is only possible afterwards. Read the article on the covenant list.

Click “Publish the transaction” and complete confirmation.

Second check will be asked.

Invitations go to all entered contacts, providing them with operational access and relevant information.

Once published, the transaction appears in Ttransaction in progress" on your dashboard.

Before publication, you can consult our latest pre-publication tips.

💡 We advise you to inform your stakeholders that as part of the operation follow-up, you may make information, changes and documentation available to them via the Kls Desk tool. See email example.

3. Close a transaction

Click “Close transaction” and confirm your decision. All data is frozen and securely archived for five years post-closure, then deleted according to legislation.

Access for all stakeholders at time of closure is retained.

Publishing and closing dates are managed solely by the operation manager and are not automated

Closures are final and cannot be reversed.

4. Duplicate a transaction

If you wish to create a new transaction similar to an existing one, simply Duplicate it in Debt Tracking. You can choose to carry over all or selected information, while retaining the historical transaction. You can duplicate an transaction:

From the “Operations” page, by clicking on the three dots at the end of the line of the transaction you wish to duplicate.
From within the transaction you wish to duplicate, by clicking on the three dots in the top right-hand corner of your screen.

💡 For example, when undertaking a refinancing project or an amendment, creation is made easier. Close the historical version of the transaction before duplicating it to lock the information and ensure full traceability.

The “Duplicate” action can be performed for any transaction, regardless of its status (in progress, closed, etc.).

After duplication, all information remains editable until the transaction is published. Once published, only the Lender Registration Number and the Client can no longer be modified.

Covenants must also be published, even if they remain unchanged in the new transaction.