Missing accounts: what to do

An account dropping off the broker’s list does not tell you why. It could have been closed, passed, blown, or simply retired from their system — so PropStax stops and asks rather than guessing. That is the Missing accounts prompt, and it appears before the account picker. On a Tradovate prop login nothing is asked before the sync, and the questions come after it: see Tradovate prop accounts.

Each missing account has a Keep button and one for each outcome its type can take: five buttons on an evaluation, three on a funded account, which can only be blown or closed.

Keep — the broker dropped this account from the list, but I’m not done with it yet. Maybe a payout is pending, maybe it’s a broker glitch, maybe you expect it to come back. PropStax leaves the account active and won’t ask about it again on the next sync (until something changes).
Passed — the account passed its evaluation. PropStax marks it passed and moves it to your inactive list.
Blown — the account breached its drawdown floor. PropStax marks it blown.
Expired — the evaluation ran out of time before it passed. PropStax marks it expired.
Closed — the account is closed for any other reason. PropStax marks it closed.

A single Closed date input at the top of the prompt applies to every Passed, Blown, Expired or Closed choice in this batch. Defaults to today; back-date it if the missing accounts actually ended earlier and you want the dates on the records to be accurate. While one of those choices is picked, the date can’t be left empty: Continue stays off until you enter one.

Pick a choice for every missing account, then click Continue. Nothing is saved until you do, so you can change a choice before continuing. Each row shows Resolved as it saves, and the account picker then opens normally.

A final payout

When you mark a funded account Blown or Closed, a Final payout taken tick appears under it. Tick it if you took one last payout from the account, then fill in:

Paid on: the day you were paid. It follows the Closed date until you change it.
Amount: the gross amount, before the split.
Split: your share, as a percentage. It starts at the account’s own profit split when one is set.

You received shows your share. On Continue, PropStax saves the status and then the payout, the same payout Add payout makes, so it shows on Financials. If the status saves and the payout does not, the row stays in the list, and Retry and continue sends only the payout. If the connection dropped while the payout was being sent, it first checks whether the payout arrived, so it is never recorded twice.

The tick never appears on an evaluation or a personal account. To add a payout later instead, see Adding a payout.

When the prompt does not appear

PropStax asks only about accounts that belong to the sign-in you just used. Several firms share one Rithmic system (Rithmic Paper Trading, for example), so one firm’s credentials can sign in while another firm is selected. When that happens the account picker shows a Broker mismatch notice and the Missing accounts prompt stays closed: a list from another firm, or from a second login at the same firm, says nothing about these accounts. Go back, pick the firm the credentials belong to, and sync again.

Personal (real-money) accounts

A personal account has no evaluation to pass or fail, so the prompt asks a different question. When your broker stops listing a personal account that is on, you get two choices:

Keep — leave it on and don’t ask again. Use this if you expect the account back.
Mark inactive — leave it out of future syncs. The account and its history stay visible, tagged Inactive, and you can turn it back on from Settings → Connections at any time. The Closed date input becomes the inactive-since date.

The reverse also happens: if a broker still lists an account you turned off, the sync’s final screen says so and offers Turn on. Turning it on pulls nothing by itself; sync again to bring its data up to date.

Already-terminal accounts that are still being returned

Sometimes a broker keeps returning an account you’ve already marked Passed, Blown, Closed, or Expired — the broker hasn’t dropped it yet, but you’ve told PropStax it’s done. The account picker shows these inline in the Available list with an (Inactive — status) chip next to the name, so you can see them but they’re not pre-ticked. You can still tick one if you want PropStax to re-sync it (and rewrite the terminal status from broker data).

Why brokers “drop” accounts

Broker behavior varies. Some brokers drop blown accounts from their API immediately. Others keep them returnable for days, and then drop them out of the blue. Some brokers will drop accounts during a payout process and bring them back. PropStax can’t tell the reason — only that the account stopped being returned — which is why we ask you to classify it.

If you’re not sure why an account disappeared, Keep is the safe choice. You can always come back and update the status later from the Account detail page.

Tradovate prop accounts

On a Tradovate prop login, nothing is asked before the sync. Tradovate can keep listing an account it has turned off (made view-only) before it removes it, and the account picker shows only the accounts it lists as active. So the sync runs first, and reads each account you track that your broker turned off for its final days: their trades, P&L and balance. That is the final read. An account Tradovate has removed can’t be read: the broker returns nothing for it.

After the sync, the Account Reconciliation prompt asks about both on one page, Accounts no longer active at your broker. Each row says View-only at your broker when this sync found the account turned off; No longer active at your broker when an earlier sync found it turned off and this one didn’t read it, because its final read is over or because Tradovate has removed the account since; or No longer listed by your broker; and, when the figures point to an outcome, which one, for example “The figures suggest Blown.” Nothing is picked for you. The choices are the ones above: Keep Active, the outcomes the account’s type can take, one Closed date for them all, and the final payout tick. An account on this page is asked about there alone, and once its answer saves, its suggested status isn’t asked again.

Keep Active leaves the account active, and it stays kept. Whatever you answer, the final read goes on: each sync reads the account again until its days, trades and balance are read in full, for up to seven days from the first sync that found it turned off. The one exception is a first sync that could neither note that the read began nor save anything it read: then no read began, its line says it wasn’t read this sync, and an answer you save before the next sync ends the reads. A read that is cut short, or that a sync doesn’t get to, is tried again on the next sync. Your answer stays as you gave it.

The sync’s last screen has a Final reads list, one line per account:

its final days, trades and balance were read: the read is done.
read; its last day settles on a later sync: the account traded on its last day, and a sync after that day closes, up to the date shown, can settle it.
read in part; the next sync tries again: any sync up to the date shown tries again.
not read this sync; the next sync tries again: the sync didn’t get to the account, for example because it ran short of time, and any sync up to the date shown tries again.
not read in full within 7 days, so the reads stopped: what was stored is kept.

Each date shown is a trading day, which ends at 5 pm Chicago time.

Once an account is read in full, or its seven days pass, it isn’t read again while Tradovate keeps it turned off.

Reading final days without picking an account

When Tradovate still lists an account you track that it turned off, with a final read to make or an answer you haven’t given yet, the account picker offers a sync of the final reads alone, then the same page after it:

On a login with no active account, the picker says No active accounts and offers Read final days. When every read there is over and only an answer is owed, the button says Continue.
On a login that still lists active accounts, the offer sits above the list while none you track is picked, for example when the only active ones are accounts you don’t track. Its button says Read final days, or Say what became of it (or them) when only an answer is owed, and it syncs none of the accounts you picked. A sync of any account you track reads and asks about these accounts too, so the offer goes away once you pick one.

A login with no active account can also leave out accounts you track altogether, for example when Tradovate removes every account that was blown. The picker then says No active accounts too, and each of those accounts that PropStax still shows as Active, and that you haven’t answered, is asked about on the page after, as No longer listed by your broker. There is nothing left to read for them, so when they are all the offer has, its button says Continue.

What a final read can’t do

It is only as complete as what Tradovate still returns for a turned-off account.
The balance it reads is the broker’s figure, even zero, and it is the account’s Final balance unless you type one.
A last day the account traded on settles only on a later sync. If you don’t sync again, that day keeps the figures it had when it was read.
While the reads go on, a balance change after the account’s last trading day isn’t asked about; one that matches a payout you entered is linked to it. Log a final payout with the tick, or with Add payout. A drop on or before that day is asked about and starts on Broker correction (why).
If you set the account’s status on its page before any sync found it turned off, it isn’t read.
An account your broker no longer lists at all, added before PropStax recorded which login it belongs to, isn’t asked about after the sync. Set its status on its account page.

The post-sync version

Sometimes a missing account isn’t caught before the sync runs, for instance if you picked the account explicitly and the broker returned an error mid-sync. In that case the same buttons, and the same final payout tick, appear on the post-sync summary screen, with the same effect. For a personal account the post-sync prompt offers Keep and Mark inactive.

The Account Reconciliation prompt after a sync can also list accounts the broker didn’t return, on its Broker didn’t return these accounts page (after a Tradovate prop sync, the page described above). Each has the same choices in a menu, one Closed date serves them all (while an outcome is picked, Save waits for one), and the same final payout tick appears. If a payout does not save there, its row says so: Save again, or add the final payout from Financials.