etrac Guide Vendor Module to the Version: 2.0 Published: 06/22/2014

Transcription

1 etrac Guide to the Vendor Module Version: 2.0 Published: 06/22/2014 Global DMS, 1555 Bustard Road, Suite 300, Lansdale, PA , All Rights Reserved.

2 Table of Contents Minimum System Requirements... 4 Configuration Recommendations for Internet Explorer... 5 Accessing Internet Explorer Settings... 5 Modifying Cookie Settings... 6 Configuration Recommendations for Firefox... 9 Accessing Firefox Settings... 9 Modifying Cooking Settings Logging in to etrac The Vendor Module Managing Orders in etrac Viewing New Orders Viewing Open Orders Viewing Completed Orders Viewing Cancelled Orders Viewing All Orders etrac Calendar My Messages Searching Orders etrac Reports Scheduling Vacation Vendor Module Documents Your Appraiser Profile Coverage Area Deleting Zip Codes from Coverage Area Understanding an Open Order Order Form Fields Reference Info Order Form Fields Client Info Order Form Fields Subject Property Info Order Form Fields Assignment Info Order Form Fields Billing Info Order Form Fields Contact Info Order Form Fields Vendor Info Order Form Fields Status Info Global DMS etrac Guide to the Vendor Module 2

3 Completing an Appraisal Report Using WebForms Updating Order Status Scheduling Inspection Appointments Managing Scheduled Inspections Downloading Order Data to Appraisal Forms software Uploading a File to an Order Technology Fee Completing the Technology Fee Transaction Payment Options One-Time Payment Storing Credit Card Information Editing Stored Information Order Communication Logging Out Global DMS etrac Guide to the Vendor Module 3

4 Minimum System Requirements Minimum System Requirements for etrac Computer / Processor Operating System Browser Requirements Hardware Requirements Display Peripherals Internet Access Recommended minimum 1Ghz CPU Core 2 or higher. Windows XP Windows Vista Windows 7 Windows 8 Internet Explorer 7 Internet Explorer 8 Internet Explorer 9 Internet Explorer 10 Internet Explorer 11 is not currently supported. Apply all Microsoft software updates. Note these restrictions: In IE 10, Compatibility View is required. See Configuration Recommendations. Must use the most recent stable version. Mozilla Firefox etrac makes every effort to test and support the most recent version of Firefox. See Configuration Recommendations. Must use the most recent stable version. Google Chrome etrac makes every effort to test and support the most recent version of Chrome. Google Chrome applies updates automatically; etrac makes every effort to test and support the most recent version. There are no configuration recommendations for Chrome. Apple Safari, versions 5.x and 6.x on Mac OS X There are no configuration recommendations for Safari. Apple Safari on ios is not supported. Note: There are no Java requirements nor are there any ActiveX requirements. However, Javascript must be enabled in the browser. 1 gigahertz (GHz) 32-bit (x86) processor or 1-GHz 64-bit (x64) processor Windows Vista 1 GB of system memory 128 MB of graphics memory (minimum) 40 GB hard disk that has 15 GB of free hard disk space 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor Windows 7 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit) 16 GB available hard disk space (32-bit) or 20 GB (64-bit) 1 gigahertz (GHz) or faster with support for PAE, NX, and SSE2 processor Windows 8 1 gigabyte (GB) (32-bit) or 2 GB (64-bit) RAM 16 GB (32-bit) or 20 GB (64-bit) available hard disk space 2GB of memory Mac OS X 8GB of available space Only some Mac models supported Note: Memory and hard disk requirement depend on the Operating System. Minimum Super VGA (1024 x 768) strongly recommended Mouse, or compatible pointing device, and keyboard. High speed Internet Access (Cable, Fios, DSL, or xdsl, T1, T2, T3, T4) strongly recommended. Global DMS etrac Guide to the Vendor Module 4

5 Configuration Recommendations for Internet Explorer A browser cookie is a small piece of data sent from a website and stored in a user's web browser while the user is browsing that website. Every time the user loads the website, the browser sends the cookie back to the server to notify the website of the user's previous activity. Cookies were designed to be a reliable mechanism for websites to remember a user logging in. Other kinds of cookies perform essential functions on the internet. Perhaps most importantly, authentication cookies are the most common method used by web servers to know whether the user is logged in or not, and which account they are logged in with. Without such a mechanism, the site would not know whether to send a page containing sensitive information, or require the user to authenticate them by logging in. Accessing Internet Explorer Settings Open an Internet Explorer Browser window. Click on the Tools menu and select Internet Options. The Internet Options window will appear on the screen. Global DMS etrac Guide to the Vendor Module 5

6 Modifying Cookie Settings 1. In the Browsing History section of the Internet Options window, click on the Settings button. 2. Ensure that Every time I visit the webpage is selected, and click Ok. Global DMS etrac Guide to the Vendor Module 6

7 3. Click on the Security Tab, click on the Trusted Sites icon. 4. Click on Sites button. Add to the list, and click Close. Global DMS etrac Guide to the Vendor Module 7

8 5. On the Privacy tab, click on the Advanced button. 6. Ensure that Override automatic cookie handling is selected. 7. Select Accept in the First-party Cookies, and Third-party Cookies columns. Also ensure that Always allow session cookies" is selected, and click Ok. 8. After these changes have been made, make sure that all of the Internet Explorer browser windows have been closed. This will ensure that all of the changes have been saved properly. Global DMS etrac Guide to the Vendor Module 8

9 Configuration Recommendations for Firefox A browser cookie is a small piece of data sent from a website and stored in a user's web browser while the user is browsing that website. Every time the user loads the website, the browser sends the cookie back to the server to notify the website of the user's previous activity. Cookies were designed to be a reliable mechanism for websites to remember a user logging in. Other kinds of cookies perform essential functions on the internet. Perhaps most importantly, authentication cookies are the most common method used by web servers to know whether the user is logged in or not, and which account they are logged in with. Without such a mechanism, the site would not know whether to send a page containing sensitive information, or require the user to authenticate them by logging in. Accessing Firefox Settings Cookie settings in Firefox are managed in the Options window's Privacy panel. At the top of the Firefox window, click on the Firefox button and then select Options. The Options window will appear. Global DMS etrac Guide to the Vendor Module 9

10 Modifying Cooking Settings 1. Select the Privacy panel. 2. Set Firefox will: to Use custom settings for history. 3. Click on the checkbox for Accept cookies from sites to enable Cookies. Ensure that Accept third-party cookies is configured for Always. 4. Choose how long cookies are allowed to be stored. For the Keep Until field, select the option I close Firefox. This setting will ensure that the cookies that are stored on your computer will be removed when Firefox is closed. 5. Click OK to close the Options window. Global DMS etrac Guide to the Vendor Module 10

11 Logging in to etrac To log in to etrac, you must have the URL that was in the Welcome . The etrac Welcome also includes an administrator username and password. Standard URL Sample At the end of the URL, there is a Company ID designation. This is the identification number that is assigned to your specific etrac System. Copy the URL from the Welcome , and paste it into the browser address bar. The etrac Login Screen will appear. Enter the username and password that were provided in the Welcome . Click on the Log In button to enter the etrac System. Global DMS etrac Guide to the Vendor Module 11

12 The Vendor Module After successfully logging in to the Vendor Module, a Welcome page is displayed. On the Welcome page, click the Vendor Menu link to enter etrac. The Main menu will appear. The Open Orders queue will always appear when selecting the Main tab. Global DMS etrac Guide to the Vendor Module 12

13 Managing Orders in etrac Viewing New Orders From the Main tab, click on the List All New button. Only orders in the Assigned status will appear in the List All New queue. Viewing Open Orders Click the Main tab at the top of the page. The Main menu displays along the left edge of the page. From the Main menu, click the List All Open button. This opens the All Open Orders page. Global DMS etrac Guide to the Vendor Module 13

14 Viewing Completed Orders Click the Main tab at the top of the page. The Main menu displays along the left edge of the page. From the Main menu, click the Completed Orders button. This opens the Completed Orders page. Only orders in the Completed status will appear in this queue. Viewing Cancelled Orders Click the Main tab at the top of the page. The Main menu displays along the left edge of the page. From the Main menu, click the Cancelled Orders button. This opens the Cancelled Orders page. Only orders in the Cancelled status will appear in this queue. Viewing All Orders Click the Main tab at the top of the page. The Main menu displays along the left edge of the page. From the Main menu, click the All Orders button. This opens the All Orders page. All orders, regardless of status, will be displayed in this queue. Global DMS etrac Guide to the Vendor Module 14

15 etrac Calendar The Calendar allows the appraisal office to keep track of the scheduled appraisals and appraisals due. It also helps you organize and track your scheduled appraisals. Note: The Office controls availability of this feature. If you are unsure if you can access the Calendar, please contact the Office. The calendar is available from the Main tab, as well as from the Order Details page. Click on the Add icon on the desired date to add a new event. You have the option to export all your scheduled appraisals to Microsoft Outlook by clicking Export. Global DMS etrac Guide to the Vendor Module 15

16 My Messages The My Messages tool allows you to send messages to the Office, and receive Messages from the Office. My Messages can be found under the Main tab. Note: The Office controls availability of this feature. If you are unsure if you can access Messages, please contact the Office. Unread Messages will be displayed first. You can also view Sent Messages. You also have the option to view all Messages for specific time periods: All Messages within 2 weeks All Messages within 90 days To send a message click Tools at the top of the page. Click on the Leave Message button. Select the Office contact that you would like to message. Enter the message in the Message field. Click on the Send button to send the Message. Global DMS etrac Guide to the Vendor Module 16

17 Searching Orders The vendor module includes a flexible search utility so you can locate orders by file number, address, borrower, and loan number. Click the Search tab at the top of the page. The Search menu displays along the left edge of the page. From the Search menu, select the type of search you want to perform and click the appropriate button. Search Type Description File Search Address Search Borrower Search Loan Search Enter the exact file number you are looking for in the Enter File Number text box and click the Search button. File searches will only find results that exactly match your search criteria. For example, searching on "12" will NOT return file #112. Enter all or part of the address you are searching for in the Enter Property Address text box and click the Search button. Enter all or part of the borrower s name that you are searching for in the Enter Borrower Name text box and click the Search button. Enter the exact loan number you are looking for in the Enter File Loan # text box and click the Search button. Loan searches will only find results that exactly match your search criteria. For example: Searching for 10 will NOT return loan #1102. Note: Searches can be as general or specific as you want, and they are NOT case sensitive. For example, if you are searching for a borrower and enter "rob" as your search word, it will find any borrower whose name includes those letters, such as Robbie, Roberts, and Jarobski. Searches are not case sensitive and can be as general or specific as you want. After you click the Search button, any files that match your search criteria are listed. The top line of the report shows you how many results were found. Global DMS etrac Guide to the Vendor Module 17

18 etrac Reports The Vendor Module reporting feature enables you to instantly view a report of your open receivables or your paid receivables. Note: The Office controls availability of this feature. If you are unsure if you can access the Reports, please contact the Office. Click the Reports tab at the top of the page. The Reports menu displays along the left edge of the page. From the Reports menu, select the type of report you want to view and click the appropriate button. Receivables Open Receivables Paid The receivables open report lists all reports that have been billed to the client and have not been paid to the appraiser. The receivables paid report lists all reports that have been paid to the appraiser within the last 60 days. Additional reports can be provided to you by the Office upon request. Global DMS etrac Guide to the Vendor Module 18

19 Scheduling Vacation You can easily advise the Office that you will not be available for assignment purposes by updating your Status. To view the Status, navigate to the Setup menu, and click on My Status. The Status selection provides three (3) options: Status Available Unavailable On Vacation Unavailable At Capacity Description Available to be assigned to active orders. Unavailable for order assignment, due to scheduled absence. Unavailable for order assignment, due to heavy workload. To change your Status, select the desired Status from the My Status drop-down menu, and click on the Update button. When you update your Status, the change is immediately reflected for the Office. If you select an Unavailable status, then you will be removed from any auto-assign rotation, and from the pool of available Appraisers for manual order assignment. When you change your status back to Available, you will immediately be available for order assignment. Global DMS etrac Guide to the Vendor Module 19

20 Vendor Module Documents The Office can provide a library of documentation that is always available for your use directly within etrac. This is available from the Tools menu. Click on the Company Documents tab to access the documents. Any documents that the Office has prepared for you will be displayed here. Typically, general information will be stored here. Clicking on the name of the file that you would like to view will download the document to your computer. If the Office has not designated any general documentation for you use, nothing will be displayed. Global DMS etrac Guide to the Vendor Module 20

21 Your Appraiser Profile You can update some parts of your Profile. This allows you to make changes to your contact information, license information, and coverage area. Use the following procedure to edit your profile. Note: The Office controls availability of this feature. If you have questions about your Profile, please contact the Office. From the Setup menu, click on the My Profile button, and the Appraiser Profile page will appear. This page will display your Profile details. From the Vendor Profile screen, documents can be uploaded, and you can modify your Coverage Area. The Software Type field identifies the forms software that you use. Configuring this to the appropriate selection, allows you to download order data directly into your appraisal forms, if you use a supported forms product. Currently the vendor module currently supports the following: ACI AIReady Alamode Appraisal Partner Bradford DayOne Homeputer SFREP United Systems Wilson Other CRAL Global DMS etrac Guide to the Vendor Module 21

22 Coverage Area The Vendor Coverage Area (Enhanced Coverage Area) allows you to enter a county, city, or zip code that can be used by offices to search your participating coverage area. This is used by the Office to locate an Appraiser for order assignment. If you do not configure this section, it could impact the number of orders that are assigned to you. Click the Enhanced Coverage Area link. A new browser tab or window will appear. You may add a Zip Code, State, or County to the list below. The Zip Codes shown in the Zip Codes Currently Covered field are the Zip Codes that you have chosen to participate in. Add a specific Zip Code to your coverage area by entering the Zip Code in the New Zip Code field. Click on the Add button to add it to your active coverage area. You may add all of the Zip Codes in a specific County at one time by selecting the State and the County from the dropdown menus. Click on the Add All button. When both a State and a County are selected, then all of the Zip Codes for the selected County will be added to your list of Zip Codes currently covered. Changes made on this page are automatically saved. Global DMS etrac Guide to the Vendor Module 22

23 Deleting Zip Codes from Coverage Area There are two (2) methods to delete Zip Codes. Delete Individual Zip Codes To delete a Zip Code, locate the desired Zip Code in the Zip Codes currently covered field. Click on the Delete link adjacent to the Zip Code to be removed. Delete Multiple Zip Codes To delete a Zip Code, locate the desired Zip Code in the Zip Codes currently covered field. You may place a check mark in the Delete checkbox, and click on the Update Checked Rows button. Global DMS etrac Guide to the Vendor Module 23

24 Understanding an Open Order Click on the File Number from any queue to access the Order. The Order Details page includes pertinent information about the Appraisal Order. Global DMS etrac Guide to the Vendor Module 24

25 Order Form Fields Reference Info Field File Number Case # Custom Field Tracking # Requires UAD Compliance Description This field identifies the primary system tracking number. This field is used to enter the case number. This is a custom field. The Office has the ability to change the name of this field. It is used to identify an additional tracking field. The default value is Custom 2. FHA number and Map reference are very popular values for this field label. This field is used to enter the office tracking number. If a product that requires UAD is selected on the order, then this checkbox will be automatically selected. If a product that does NOT require UAD is selected on the order, then this checkbox will NOT be selected. Order Form Fields Client Info Field Description Client The name of the Client that should be included on the Appraisal Report. Client Address Client address information that should be included on the Appraisal Report. Ordered By This field tracks which user placed the order. Order Form Fields Subject Property Info Field Description Name This is the borrower name. Address This field is for the Subject Address. City This field is for the City of the Subject Address. State This field is for the State of the Subject Address. Zip This field is for the Zip Code of the Subject Address. County This field is for the County of the Subject Address. Legal Description This is an open text field, to input a description for the Subject Address. Order Form Fields Assignment Info Field Description Property Type Defines the type of property of the Subject Address. FHA This option indicates if the order requires FHA specifications. Intended Use Describes the purpose of the appraisal. Loan Type Loan Type selected on the Order. Typically, Asset Valuation, Cash Out, etc. Sale Price This field indicates the contract price of the Subject Property. Visibility of this field is determined by the Office. Estimated Value This field indicates the value of the Subject Property, based on the estimation of the Property Owner. Visibility of this field is determined by the Office. Loan Amount This field indicates the amount of the loan. Visibility of this field is determined by the Office. Settlement Date This field specifies the date that escrow will be closed. Occupancy This field indicates how the property is currently being used. For example: Primary Residence. Product 1-5 This field allows the selection of the primary Appraisal Report needed for this order. Global DMS etrac Guide to the Vendor Module 25

26 Order Form Fields Billing Info Field Payment Method Description This field designates the preferred Client billing method. Visibility of this field is determined by the Office. Order Form Fields Contact Info Field Description Contact Name Specifies the name of the person(s) to contact to gain access to the property. Home Phone Specifies the home phone of the person(s) to contact to gain access to the property. Work Phone Specifies the work phone of the person(s) to contact to gain access to the property. Other Phone Specifies an phone number of the person(s) to contact to gain access to the property. Specifies the address of the contact person to gain access to the property Order Form Fields Vendor Info Vendor Field Date Needed Notes / Special Instructions Vendor Fee Description This field displays the name of the assigned Appraiser or Appraisal Company. Indicates the date that the appraisal report is due from the Vendor. Orders that have a completed date that are past due will be marked in red. Provides additional notes and instructions sent to the vendor to facilitate order completion. For example, COD, pick up at door, etc. Notes and Special Instructions can also be configured for individual Clients, and that information will automatically populate this field. This field displays the fee that will be paid to the Appraiser upon completion of the Appraisal Report. Order Form Fields Status Info Field Appraisal Status Current Status Enter New Status Common Response To View/Complete the Report Online Print Enter File Name to Upload Send to Office This is the final appraisal/report Files Available for Download Description This field indicates the current order status. This field displays the last status that was entered into the system. Typically, this can include notes. This is a free form comment field where you can enter text describing the current status of the order. Allows you to select predefined text from a list on the order form and s, and automatically have the Common Response populate the text field. The Office controls visibility of this field. Click on the link to open the order in etrac Web Forms, which can be used to prepare and submit most Appraisal Forms to the Office. Use the print button to send the order to a printer or save as a PDF. Click the browse button to select a document that you would like to upload to the order which can be viewable to the office. Please select the file type from the drop down box below the file name. There is room for 2 documents to be uploaded at the same time. Check this box to send the uploaded documents to the office. When submitting a completed report, please check this box to notify the office that this is the final and completed report. Click this link to access the page which displays all uploaded documents to the order. This will include the completed BPO web form and any documents in which you have manually uploaded on the previous screen. Global DMS etrac Guide to the Vendor Module 26

27 Completing an Appraisal Report Using WebForms The WebForms option may not be available. Please contact the Office to inquire about using WebForms. Click the Main tab at the top of the page. The Main menu displays along the left edge of the page. From the Main menu, click the List All Open button. This opens the All Open Orders page. Under the File Number column, locate the order you want to edit and click the file number link. Scroll to the bottom of the page and click the link that says CLICK HERE next to To View/completed the report online. This will open the web forms page. You may select a template to complete the report, select a file to clone, or click on the OK button to create a new file. The order will appear in the WebForms module. Global DMS etrac Guide to the Vendor Module 27

28 A screen will appear that will read You currently have file # open. Click one of the buttons on the left to view the form. Navigation through each page of the Appraisal Form will appear on the left side of the screen. Complete all required information on each page of the Appraisal Report. Global DMS etrac Guide to the Vendor Module 28

29 Click the Save button at the top of the screen periodically to save your progress. Note: If you need help using WebForms, click the gear at the top of the 2 nd page on the upper left hand corner for more information on completing the form. You can also click on the Help or Live Help options at the top of the screen. If you would like to add more pages to the report, please click the Add/Remove Addenda button. This will display the available pages. To select the page click the page on the left box and click the add button to move to the right side. Global DMS etrac Guide to the Vendor Module 29

30 To lock the report, navigate to the signature page of the Form. Scroll to the bottom of the page and click on Sign Report. Select your name from the Appraiser Name drop-down box, enter the password that you created in your Appraiser Profile, and click Attach Signature. Click on the Submit option to send the completed Appraisal Report to the Office. Global DMS etrac Guide to the Vendor Module 30

31 The recipient address will already be auto-filled, as well as the subject line of the . You may add a message to the body of the that will be sent to the Office. Select any pages you would like to be included with the report from the available pages section and add them to the pages to be printed section. Global DMS etrac Guide to the Vendor Module 31

32 Click the Run Review link. This will run an automated review on your completed report and display any issues that will need to be corrected before the report is submitted. Please correct any of these issues that display Critical. You will not be able to submit the report unless the Critical issues are addressed. When all errors have been corrected, click on the Send button. The Appraisal Report will then be submitted to the Office and a message will read successfully sent to. You may now go back to the order and update the Status or close out of the vendor module by clicking Log Out. Global DMS etrac Guide to the Vendor Module 32

33 Updating Order Status From the Main tab, click the List All Open button. This opens the All Open Orders page. Locate the order, and click on the File Number to enter the Order Details screen. The Status Info section of the Order Details page will be displayed. Global DMS etrac Guide to the Vendor Module 33

34 Click on the Appraisal Status drop-down menu, and select an appropriate status. The list of available statuses is determined by the Office. If you have questions about which status to select, please contact the Office. In the Enter New Status field, enter any comments or information (if necessary) to support the Appraisal status. For example, if you changed the status to Left Message, you might use this field to enter the phone number you called, the date and time of day, and the message you left. The Office may have configured a Common Response for you to use for common issues. Click on the Common Response drop-down, and select a Response. Click on the Insert Common Response button to insert the verbiage into the Enter New Status field. When selecting a Response from the menu, the verbiage will appear in the Enter New Status field. Multiple Common Responses can be used Global DMS etrac Guide to the Vendor Module 34

35 Scheduling Inspection Appointments If an appointment is rescheduled, you can change the date and time in the Inspection Scheduled field. To specify a new date, click the calendar button and select a new date from the calendar box. The calendar will open in a new browser tab or window. The current month displays at the top of the box. To select a date in the current month, click on the desired date to fill the date in the order form field. The time fields must be completed manually. Use the << and >> buttons on either side of the month to scroll backwards/forwards to other months. Global DMS etrac Guide to the Vendor Module 35

36 You can also change the date manually, but it must be in the format MM/DD/YYYY. For example: 01/01/2014. Appointment times must be selected manually. Use the Estimated Delivery field to indicate the estimated completion date for the Appraisal Report. Note: The Office may not require you to enter an Estimated Delivery Date. Please review with your appraisal office before using Estimated Delivery. The Appraised Value of the property can be entered after you have submitted the Appraisal Report. Use only numeric characters in this field; no symbols or punctuation. For example: If the amount is $248,000, enter After completing the changes to the order, click the Update Status button. Global DMS etrac Guide to the Vendor Module 36

37 Managing Scheduled Inspections The Vendor Module makes it easy for you to view upcoming inspections. The Schedule is available from the Tools menu. Click on the My Schedule tab. A new browser tab or window will appear. A list of upcoming inspections will be displayed. If no inspections are scheduled, a message will appear. Global DMS etrac Guide to the Vendor Module 37

38 Downloading Order Data to Appraisal Forms software The etrac Vendor Module allows you to easily download key order data into your appraisal forms software. The data transfer typically includes several fields. File Number Borrower Name Subject Address Client Name Client Address This feature will eliminate re-keying of data and save time. This feature requires ACI forms or higher or AI Ready download compatible forms software. Navigate to the Order Details page of the order that you wish to download. Scroll to the bottom of the page and click the Download button. The Office can configure the Download button to match the appraisal forms software that you use, such as: ACI AIReady Alamode Appraisal Partner Bradford DayOne Homeputer SFREP United Systems Wilson CRAL Other Your browser will display an Open or Save window for the order details that you are downloading. Click Open to download the forms data. Note: If you are using ACI, then you must select Save and choose your ACI Reports folder to store the file. ACI users can then click Open after download. Global DMS etrac Guide to the Vendor Module 38

39 The process varies for importing data to each type of appraisal software. However, once the order details are downloaded, you can typically double-click on the downloaded file, to open it in your appraisal software. For ACI, you can click on New or Clone to transfer the data into the file. The imported fields will pre-populate on the order within the appraisal forms software. Global DMS etrac Guide to the Vendor Module 39

40 Uploading a File to an Order The File Upload Section is located at the bottom of the Order Details screen. Click Browse and locate the Appraisal file on your computer. Global DMS etrac Guide to the Vendor Module 40

41 Once you locate the desired file, double click on the file or select the file and click Open. The path of the selected file will appear in the Enter file name to upload field. Ensure that the File Type Description matches the file that you are uploading. Global DMS etrac Guide to the Vendor Module 41

42 To change the File Type Description, click on the drop-down menu, and select the most appropriate option. The checkbox for This is the final appraisal/report option will always be selected by default. DO NOT uncheck this checkbox selection. This option will change the order status to In Review automatically when you upload the file. The Office is expecting this status change. It is very important that you do not uncheck the box. Click the Upload File(s) button to upload the file to the order. When the upload is completed, the File Available For Download page will appear. All files that you upload will be attached to the order, and available on the Files Available For Download page. Global DMS etrac Guide to the Vendor Module 42

43 Technology Fee The Technology Delivery Charge has been implemented due to increased compliance standards and additional technology costs associated with providing the sophisticated service for which Global DMS is known. We will continue to deliver cutting-edge technology in an effort to equip appraisers with powerful appraisal tools. These enhancements to our technology will allow us to provide you with a stronger foothold in the appraisal field. Upon upload of your appraisal file, you will be required to pay a Technology Delivery Charge for each order. If revisions are required on that appraisal file, no additional charges will apply. Appraisal reports uploaded prior to this time will not be charged the additional fee. There are two options to complete the transaction for the Technology Fee. You can make a one-time payment, or store your credit card information for future use. The credit card information is stored with Authorize.net, one of the world s leading credit card merchants. Completing the Technology Fee Transaction Select the order from the Main screen in etrac. Below the Status History Section of the order, locate the link for Click here to make a payment. Global DMS etrac Guide to the Vendor Module 43

44 Payment Options After clicking on Click here to make a payment, the Payment screen will appear. Details about the payment requirements are noted on this screen. Click on the Next button to continue. You will have the option to either make a one-time payment or store your credit card in the Authorize.net Merchant Account for future use. Global DMS etrac Guide to the Vendor Module 44

45 One-Time Payment If you select the one-time payment option, you will be prompted to enter the credit card information and associated billing information each time you upload a file to a new order. After the required information has been entered, click on the Process Card button to process the payment. The Technology Fee to be charged will be displayed near the Process Card button. After the payment is complete, a confirmation screen will appear. You may then navigate back to the order and complete your file upload. Global DMS etrac Guide to the Vendor Module 45

46 Storing Credit Card Information If you would like to store your credit card information for later use, then select the option to pay with stored information in Authorize.net. If this is the first time that you have selected this option, then you will be prompted to enter the information below. The screenshot below shows the Payment Information screen, where you can enter the information required for the credit card transaction. This information can be edited at any time. Global DMS etrac Guide to the Vendor Module 46

47 After you have entered your information, click on the Save button to store your credit card information. Global DMS etrac Guide to the Vendor Module 47

48 Editing Stored Information The credit card and billing information can be updated at any time. From the Manage Payment Information screen (located to the right), click on the Manage my payment information button. The Payment Information screen will be displayed. From this screen, you can enter an additional credit card or enter the credit card information that was entered previously. Click on Edit to make changes to the stored information. Global DMS etrac Guide to the Vendor Module 48

49 After you have stored your credit card information, the Manage Payment Information screen will appear. Select the preferred payment method, and click the Charge Card button to process the payment for the Technology Fee. After the payment is complete, a confirmation screen will appear. You may then navigate back to the order and complete your file upload. Global DMS etrac Guide to the Vendor Module 49

50 Order Communication The etrac Vendor Module provides convenient tools to communicate with the Office. Note: The Office determines if you are able to communicate directly with the Client. If you have questions about the Appraisal Report, or communications with the Client, please contact the Office. The Order Details screen provides several options for communication. The Office icon will allow you to send questions or comments to the Office. The Log icon will allow you to view all s that you have sent to the Office, and their responses. The Client icon will allow you communicate directly with the Client. Note: The Office controls access to this option. If you have questions about communications with the Client, please contact the Office. The Status Info section also includes an Office icon. The functionality of the icon in the Status Info section is the same as the icon at the top of the screen. Global DMS etrac Guide to the Vendor Module 50

51 Clicking on the Office icon will open a new browser tab or window. The name of the Office will be displayed at the top of the screen. Enter a description for the in the Subject field. Enter the body in the Message field. Click the Send button to send the to the Office. After the has been sent, a success message will appear. The will also appear within the Log. Global DMS etrac Guide to the Vendor Module 51

52 Logging Out Logging out at the end of each session is essential to ensure that you do not have any issues using the etrac System for other Offices. To log out of etrac, click on the Log-Out button at the top of the screen. After you have logged out of etrac, a success message will appear: Global DMS etrac Guide to the Vendor Module 52