RouteOne Signature Execution Integration (ROSEI) Version 26.0

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1 RouteOne Signature Execution Integration (ROSEI) Version 26.0

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3 RouteOne Signature Execution Integration (ROSEI) Version 26.0 The Reynolds and Reynolds Company One Reynolds Way Dayton, OH As a condition to viewing these materials, viewer expressly acknowledges and agrees that these materials contain confidential and proprietary information and trade secrets of The Reynolds and Reynolds Company and their affiliates ( Reynolds ), and that all rights in and to the materials and information contained therein shall remain at all times the property of Reynolds. Further, viewer acknowledges that these materials and the information contained therein are copyrighted by Reynolds. These materials are solely for use by current customers and employees of Reynolds, and any other use is strictly prohibited. As a condition to viewing these materials, viewer agrees to keep these materials and the information contained therein strictly confidential; viewer agrees not to disclose or otherwise permit any other entity access to these materials; and viewer agrees not to copy, reproduce, or disseminate these materials to third parties. Viewer, also,agrees that review or disclosure of the information contained in these materials does not constitute a waiver or relinquishment of any rights or remedies related to Reynolds confidential, proprietary, or trade secret information. The information contained in these materials has been carefully checked and is believed to be accurate. However, Reynolds makes no representations or warranties regarding the materials and assumes no responsibility or liability for any inaccuracies that may be contained herein. In no event will Reynolds be liable for direct, indirect, special, exemplary, incidental, or consequential damages resulting from any defect or omission in these materials, even if advised of the possibility of such damages. In the interest of continued product development, Reynolds reserves the right to make improvements in these materials and the products it describes at any time, without notice or obligation. It is the sole responsibility of the customer to determine the applicability of federal, state, and/or local laws,or other governmental requirements regarding the customer s use, retention, or documentation of data that may be maintained as part of customer s Reynolds In- House Computer System, and to comply with such laws and requirements.

4 The following products may be mentioned in this manual: docupad is protected by patents 8,194,045 and 8,228,229, with other patents pending. docupad is a registered trademark of COINdata, LLC. RouteOne is a registered trademark of RouteOne, LLC.

5 RouteOne The RouteOne Signature Execution Integration (ROSEI) allows dealership personnel to capture and submit signatures for RouteOne forms and documents, according to RouteOne requirements. This integration includes the following features: Transmit generated forms from the RouteOne web site to the ERA-IGNITE System Sign RouteOne forms on the docupad Workstation Transmit forms and documents electronically to RouteOne using Deal Jacket and the edocs window Using these features, dealership employees can easily transmit documentation for funding packets to RouteOne. Support Contact Information Reynolds and Reynolds Technical Assistance Center (TAC): (800) option 1, option 4 Please have your customer number available when contacting the Reynolds and Reynolds TAC. RouteOne Customer Support: (866) ROSEI 5

6 Setup Before RouteOne deals are negotiated and forms are signed on the docupad Workstation, RouteOne forms and documents can be linked to RouteOne deals and assigned quick codes to easily scan and attach forms to the edocs window. How to Link Forms to RouteOne Deals for edocs For forms to automatically be associated with RouteOne deals, the forms must first be linked to the RouteOne vendor record for edocs. 1. Display the Forms Maintenance screen in the FIN Specifications application. 1 The Forms Maintenance screen is accessed using the following path: FIN Specifications Functions Forms Forms Maintenance. The Notice window displays a message to indicate that the Forms Maintenance screen should only be updated by trained personnel or by Reynolds and Reynolds representatives. 2. On the Notice window, click the OK button to display the Form Lookup win-dow, where a search for forms can be performed ROSEI

7 3. In the Deal Type section, select the Retail option button to search for forms3 used with retail deals. - or - Select the Lease option button to search for forms used with lease deals. 4. In the Print Type section, select the check boxes for the print types of forms to4 include in the search. - or - Clear the check boxes in the Print Type section to search for all print types of forms. 5. In the Category field, select the form category in which to search, such as5 Aftermarket or Retail Contract. Press the F2 key to display a list of valid entries. 6. Press the F5 key to perform the search. 6 A list of forms meeting the entered criteria displays in the Search Results section ROSEI 7

8 7. (Optional) Click the Toggle Description button to toggle between the dealerdefined descriptions and the standard descriptions of the listed 7 forms. 8. Highlight a form record and press the F12 key to display the form record on the8 Forms Maintenance screen ROSEI

9 9. Select the edocs tab In the Vendor field, enter RouteOne In the Document ID field, press the F2 key. 11 The Vendor Documents window displays, where a search for a document type can be performed. 12. In the Criteria section, enter criteria by which to search for the document type. 12 Press the F5 key to perform the search. 13. Double-click the document type to use for the document. 13 The Vendor Documents window closes, and the document type is assigned to the form record and can be used for RouteOne deals. 14. On the edocs tab on the Forms Maintenance window, press the F12 key. 14 The vendor information and document type are saved for the form ROSEI 9

10 How to Define Quick Codes for RouteOne Documents Document types for RouteOne deals, including forms, proof of employment, and so on, can be assigned quick codes on the Quick Code Maintenance screen. When a document is scanned using the Deal Jacket screen or the docupad scanner and a quick code is entered, the information set up for the form is automatically entered into the fields on screen. Using quick codes, forms can be scanned into the docupad System more quickly and with fewer keypunch errors. 1. Display the Quick Code Maintenance screen in the Finance and Insurance1 (FIN) Specifications application. The Quick Code Maintenance screen is accessed using the following path: FIN Specifications Functions Deal Jacket Quick Code Maintenance. 2. In the Quick Code field, enter a unique quick code to be used for the2 RouteOne document type ROSEI

11 3. In the Description field, enter a description for the corresponding RouteOne 3 quick code. 4. In the Document Type field, select the type of document, such as Lease 4 Agreement or Drivers License. 5. Press the F12 key. 5 The quick code is added and can be used when scanning documents for the RouteOne funding package. Incorporating RouteOne Processes into docupad Deals RouteOne processes can be easily incorporated into deal negotiations using a few simple steps. By incorporating RouteOne processes, RouteOne forms can be signed on the docupad Workstation as other deal forms are signed. The following procedure includes step-by-step instructions for preparing deals to be sent to RouteOne. How to Prepare Deals to Be Sent to RouteOne Deals that are to be sent to RouteOne are negotiated as usual, starting by adding the deal in the ERA-IGNITE F&I application and progressing to presenting menus, options, and products on the docupad Workstation. 1. Negotiate the deal to Menu Complete status on the docupad Workstation Submit the contract electronically to RouteOne for validation using the2 econtract Transmit window. The econtract Transmit window is accessed using the following path: ERA-IGNITE F&I application Tools Contract Validation Transmit. 3. Display the worksheet on the RouteOne web site Verify and validate the information on the worksheet (Optional) Click the edocuments button on the RouteOne web site to generate ancillary forms, if 5 needed. Not all deals require additional forms. Ancillary forms can only be generated on the RouteOne web site if required by the finance source ROSEI 11

12 6. Click the Generate Contract button on the RouteOne web site to confirm 6 that forms are complete. 7. Click the Review button to review the list of necessary forms Click the Print button to the right of the contract to print the review copy of the8 form for the customer. The review copy of the contract prints with black boxes on the signature areas. This copy is for the customer to review to verify that the entered information is correct. When the review copy has been printed, the entry for the form in the Document Status column is updated to Review Copy Printed. 9. On the F&I Forms window in the ERA-IGNITE F&I application, select the9 RouteOne econtract Forms tab. 10. Press the F4 key to transmit the RouteOne forms to be presented from the10 RouteOne web site to the docupad Workstation ROSEI

13 11. (Optional) Select the Display docupad Forms Only check box. 11 The docupad forms recommended for the deal display in the F&I Forms list box. 12. Select the check boxes corresponding to the forms to add to the deal Press the F8 key. 13 The Form Prompts window displays. 14. Enter the first form prompt Press the ENTER key to move the cursor to the next prompt Repeat steps until all prompts are completed. 16 Once the prompts have been completed, the forms are available to be presented on the docupad Workstation. How to Sign RouteOne Forms on the docupad Workstation Using the RouteOne (RT1) interface, customers can sign RouteOne forms directly on the docupad Workstation along with other forms for docupad deals. These forms display first in the list on the Forms and Documents screen on the docupad Workstation. The (RT1) icon displays to the right of the form name on the Forms and Documents screen to indicate which forms are RouteOne forms. 1. Tap a RouteOne form on the Forms and Documents screen to display the1 form on the docupad Workstation. If the deal includes a co-buyer, the Notice to Co-Signer form displays first. This form can be bypassed to be signed at a later time; however, the co-buyer must sign the Notice to Co-Signer form before he or she can sign any other RouteOne forms. 2. After the displayed form has been reviewed, tap a signature area on the form. 2 A signature box displays ROSEI 13

14 Signature boxes are color-coded to indicate whose signature is required. 3. (Optional) Tap and drag the signature box to a convenient location on screen Sign in the signature box and tap the Accept button. 4 The signature box closes, and SIGNED displays in the signature field. 5. When the form is completed, tap the Continue button to access the next form. 5 Signatures for the completed form are transmitted to RouteOne automatically, and TRANSMITTED displays in the signature fields. How to Finalize the RouteOne Process for a Deal After all signatures have been transmitted from the docupad Workstation to RouteOne, the signed copies of the forms must be printed for the customer. In addition, any additional paperwork, such as proof of income, can be scanned and submitted to RouteOne using the edocs window. 1. On the F&I Forms window in the ERA-IGNITE F&I application, press the1 F11 key to request signed copies of the forms from RouteOne. Copies of the completed forms are transmitted from the RouteOne web site to the ERA-IGNITE F&I application to be stored in the electronic deal jacket. 2. (Optional) Click the View link for the form to view the completed form on2 screen, where the form can be printed. 3. On the Forms and Documents screen on the docupad Workstation, tap the3 Print All Forms button to print the buyer copy of all forms displayed for the deal on the docupad Workstation ROSEI

15 4. Tap the Continue button to display the Completion screen, where the Thank4 You video plays for the customer. The customer does not need to be present for the remaining steps of this procedure. 5. Access the RouteOne web site Click the Print Fax Coversheet button to display a checklist of necessary 6 forms for the funding package. Compare the required documents on the checklist to the list of forms on the Deal Jacket screen in the ERA- IGNITE F&I application. Any missing documents should be scanned into the deal using the Deal Jacket screen or the Scanned Document Interface window on the docupad Workstation. 7. In the ERA-IGNITE F&I application, access the edocs window. 7 The edocs window is accessed by pressing the CTRL+J hot key combination and then clicking the edocs button on the Deal Jacket screen. The edocs window can also be accessed using by selecting ERA-IGNITE F&I application Tools Contract Validation edocs. 8. In the Vendor field, enter RouteOne and click the Auto-Link (F4) button to8 display the list of forms for the funding package. Forms that are set up on the Forms Maintenance screen with a document type of RouteOne and documents that were scanned using a document type of RouteOne automatically display in the Documents section ROSEI 15

16 9. (Optional) To manually add additional documents to be transmitted with the9 funding packet to RouteOne, press the F2 key in the Document Description field. The Vendor Documents window displays, where a search for RouteOne document types can be performed. 10. If a document description was added in step 9, enter the description of the document used in Deal Jacket in the Deal Jacket Description 10 field. Press the F2 key to display a lookup window, where a document description can be selected. 11. Select the Select All check box to select all forms on the edocs window to be11 transmitted to RouteOne. - or - Select the check boxes to the left of individual forms to be transmitted to RouteOne ROSEI

17 12. Click the Transmit button. 12 The additional forms are transmitted to the RouteOne web site. Once all documents are transmitted to RouteOne and the funding package is complete, the deal is ready for distribution to the lender on the RouteOne web site for funding review and approval ROSEI 17

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