*REDOCS BASICS. * Please see Page 27 for new features with Redocs7.6. General

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1 *REDOCS BASICS * Please see Page 27 for new features with Redocs7.6 General ReDocs is a Real Estate closing document program which features simple data entry screens combined with the ability to access and easily input data into commonly used Vermont real estate forms. Forms included in this package are as follows: Vermont State Forms o LG1/LG2 Tax Form o VT Property Transfer Tax Form o Act 250 Form o Lead Paint Form o Smoke Detector Form o Vermont Real Estate Withholding Forms RW171 (Schedule A) o Smoke and Carbon Monoxide Detector o VT Real Estate Withholding Commissioner s Certificate Federal Real Estate Closing Forms o HUD o 1099S, Three part IRS approved form o 1099 Remittal Form First American Title Insurance Documents o Title Insurance Commitment and related forms o ALTA Owner/Loan Policy forms o Eagle Second Generation Owner/Loan Policy forms o Common Endorsement forms To Open the Program: Double click the FormDocs Filler Icon on your desktop

2 Opening the Real Estate Transaction Data Form 1. From the File menu, select the Open command or click the Open Folder button. The Windows File List dialog appears. The forms should be located in the ReDocs7.6 subdirectory. This subdirectory can be found locally on Drive C or the network drive it was installed in. When you click on the ReDocs7.6 subdirectory 2. Click the CLOSING2008 form, then click Open.

3 3. You will see a multi-page CLOSING200 form, select New to begin a clear form. Note: Do Not Use the New File Button Form Attributes: Use Tab key to move from field to field or use mouse to click on field Use the Mouse or Spacebar to toggle X type check boxes Navigate through CLOSING2008 form by using Page selection box at lower left corner of screen Pages can also be navigated by Name

4 Changing Views ReDocs provides multiple views or zoom levels you can use to display your form. To change zoom levels, use the view box on the tool bar. Click on the arrow of that box and select what level you would like. Saving Form Data Each completed form is saved as a Record within that form. For example under the CLOSING2008 form it is possible to have 50 or more records, each with data for a particular file. Once you exit the record the program automatically saves. You can also click on the computer disk (save button) on the toolbar to save your information. If you are on a network it is best to save the data periodically. To delete a record click on the records label at the top of the toolbar and click delete or use the keys CTRL and Delete together. You will be prompted if you wish to delete.

5 Starting a New Record IMPORTANT! When you open a form, ReDocs loads the last data record you worked with for that form. To get a blank form, click the New Record button located at the top center of the screen. Begin entering data at the top of the first page of the blank copy of the form. Locating and Viewing Existing Records ReDocs provides two ways to locate records in the Form s Database: 1. Move your cursor to the file that you wish to search by, then select Search and a query box will open allowing different types of search criteria Notice the Red Box is currently in the field FILE NUMBER, this means

6 Formdocs will search in the field named Ref_No, if you place your cursor in another field such as Buyer s Name or Closing Date the search will search for matching criteria based upon data you enter in Value. Example: Searching in the File Number field for a record that contains the Value Smith Entering Title Insurance Data On the CLOSING2008 Form pages 2 through 6 are dedicated to Title Insurance data entry. Following are a few pointers for easy data entry. Exhibit A page, you can copy and paste your metes and bounds property description or attach the document as a physical copy. Requirements, enter each requirement as needed in the first three boxes, there is a larger box below for continued requirements if needed. Exceptions, you will note that there are several boxes for exceptions. If you are preparing a Short Form policy only you can skip the Exceptions and enter short form exceptions into the Short Form Exceptions box. If you will be preparing a simultaneous Owner s policy and a Short Form Loan policy be sure to enter owner s policy exceptions in the Exception box and Short Form exceptions in the Short Form Exception Box. As an option you can attach any exception list as a physical attachment as an Exhibit B Page 7 of the CLOSING2008 form is a File Status Sheet and can be filled out within the program or printed out and attached to a closing file to help track the status of a transaction.

7 Merging Data from the CLOSING2008 Form to other forms Upon completion of the CLOSING2008 form you can merge the data with one of the Redocs form packets. Example: Merging the CLOSING2008 Form with the HUD Step 1. Choose Open, then double click on the FedForms directory, click the HUD.

8 Step 2. Once the form is open click New to clear the form for new data entry. Step 3. At this stage you can either choose to open another form for data merge (you can open up to 12 individual forms at one time) or merge the data from the CLOSING2008 Form into the form you currently have open. Step 4. Merging the Data: Window menu One of the most important features in Redocs is the

9 From the Window menu you can navigate from open form to form. Step 5. Navigate back to the original CLOSING2008 Form to merge the data from the form into the open form. Step 6. Click the Copy To Forms button Step 7. Choose the Form you wish to merge the CLOSING2008 data into. Each form is numbered 1 through 12.

10 Note: You can only merge data into one form per merge. To merge to another document you will need to click the Copy to Forms button again and choose the number for the appropriate form. Step 8. Once the form has been selected, a message will appear indicating the number of fields from the CLOSING2008 Form which have been copied or merged into the form you selected. This is the number of fields which are common to the CLOSING2008 Data form and this particular form, they can range from 2 fields to over 20.

11 Step 9. At this point you can now either merge another form or navigate to the form which was just populated with data from the CLOSING2008 Form. To navigate to the merged form click the Window menu and choose the form you just merged.

12 Step 10. The merged data has populated the form the form can be completed by typing in any section that is highlighted in light yellow. Merging Multiple Forms Step 1. After completing the CLOSING2008 form, click the Save button. Step 2. Click Open, Double click the directory you wish to choose a form from. Step 3. Click on the form you wish to open.

13 Step 4. Once the form is on your screen click New This will clear for the form for new data Entry. Step 5. Return to Open and now open another form. Reminder: You can have up to 12 forms open at any one time. Step 6. Once you have the forms open you wish to merge data to return to the CLOSING2008 Form by using the Window menu to navigate.

14 Step 7. Choose the form you wish to Copy or merge data into. Note: You can only merge one form at a time. needed. Repeat merge/copy to forms process as Entering Data in a single form (no merge) Step 1. Choose Open. Locate the form you wish to work in. Step 2. Once the form is open Click New. Step 3. Enter Data into light yellow fields. Step 4. Be sure to save your data by clicking the Save icon on the toolbar. Send Forms as an Adobe Acrobat PDF file.

15 Forms can easily be ed as PDF file attachments. Step 1. From the form you wish to send click Save then the Send icon. Step 2. Clicking the send icon will prompt you to choose a format to send the file or record in. Choose PDF The Send What field allows you to send more than one record or saved form. Example: you could send all the saved HUD statements at once if you wished. In most cases you will to only send one record or the current record.

16 Step 3. Once you have click the OK button the program will start your default program (Outlook, Outlook express etc) The PDF file will now be a downloadable file attachment which can be sent to the recipient of your choice.

17 Special Form Notes * RW171 Schedule A Since this form is highly specialized for the State of Vermont, the Schedule A must be filled in using the following Format 1. Use ONLY CAPS LOCK in the Schedule A Do not use Punctuation except for Decimal points in lines 10 and 12.

18 Vermont Property Transfer Form On page 2 of the VT Property Transfer form is a section which requires you to strike out either Does/Does Not This is a yellow type-over field. appropriate field. Please enter XXX or similar to strike out the

19 Instructions to Export from HUD to Quickbooks Step #1 Enter data into Hud form. (Pages 1 & 2) Step #2 Go to Page 3 and toggle button to REBUILD LEDGERS Step #3 Check to see if your Cash Disbursements (top of page 3) and Cash Receipts (bottom of page 3 are in balance. Step #4 Determine if any funds should not be exported to Quickbooks (net funding column), check off those items. Step #5 If you would like to combine checks to the same Vendor check the box at the top of the Cash Disbursements section above Checks Payable To column. Step #6 Go to the center of the form and enter in the box marked Checkbook Name the name you setup in Quickbooks for your Trust Account Checkbook. (ie. Client Trust Acct). This must be identical to what you are using in Quickbooks, it must be spelled the same and using the same upper or lower case as you have set up in Quickbooks. Step #7 Enter the name for your account. As an example: Hammond, Karen A. This would be the name you wish to give for this specific clients account. Step #8 Press the Export to Quickbooks button beside the Checkbook Name and the Account Name. Step #9 You will now see the following screen:

20 You should have a subdirectory in your ReDocs subdirectory called QUICKBOOKS. Double click on that subdirectory and save your file. The export feature will automatically call the file Quickbooks HUD Export.iif. You may name it something else if you wish or keep it the same name. If you keep it the same name the program will just write over the previous export you did each time you do this procedure. This is fine and you will not need to create unnecessary files to delete later. The decision is yours. Step #10 Open Quickbooks and your set of books you have setup for the Client Trust Account Step #11 Click on File, Import, IIF file. Step #12 The program will ask you where the file is to import. You will need to go to the ReDocs/Quickbooks subdirectory and click on the iif file you have saved in Step #9. Step #13 The program should now say Your data has been imported. Step #14 Open you Trust Account Checkbook and you should see a similar register.

21 You will notice that the number for the check says To Print. You can either go in and edit each check if you write your checks by hand OR if you have computer checks then you can go to File, Print forms, Checks. You will see your list of checks as follows:

22 You can now set the first number of your check you wish to print and Quickbooks will print all the checks for you and number them beginning with your number you set. Press OK and follow the prompts to print. Step #15 When you imported the data from ReDocs a new account in your chart of accounts was setup in this case called Hammond, Karen A. This account has been setup as a Cash Account. You now need to go into the Chart of Accounts click on the account once to highlight and then right click to edit the account. Now you need to change the account to a liability. As shown below.

23 CHANGING THE ACCOUNT TYPE

24 SHOWING A REGISTER WITH A DEPOSIT FROM A PENDING CLOSING Printing the register for your files at the top of the account register you will see a toggle button to print the register. The following is a sample of that report.

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26 Also you can print a report that will show the balance of all your accounts. Go to reports at the top of Quickbooks, select Reports, select Accountant and Taxes, then trial balance. Select the date or select ALL as shown below and the report should look like the following.

27 NEW FEATURE IN REDOCS7.6 In December of 2008 all ReDocs forms were revised to add in the new VT State Forms and new First American Title Forms. The Closing form now has a new feature on page one that is a RED BUTTON. It is identified as FORMS SELECTION BUTTON. This button will send you to page 8. On this page are several command buttons that allow you to open other forms by simply clicking on a button. There is a box to the left of the button that is to be used for record keeping purposes. If you have filled out a form for this client put an X in the box for your future reference. Before you click a button you must press the save key. By clicking a button, the program will look in the file where the form resides to see if a record exists. If it does not, it will ask if you want to add one. Once the form is open, click on the windows button at the top and go back to the closing form. Press the COPY TO FORM button, be sure the form is the one you want to use, now go back to Windows and select the new form. Your information should be copied to that form and you can finish filling out the information that is not contained in the closing form. Also on the closing form are now new fields for Entity s and Last, First and Middle Initial. These fields were added to allow you to copy information into the new Property Transfer Tax Form. VTPTR172. YOU MUST put an X for Entity or Individual in the Buyer or Seller section. You also can not mix types. It is either an Entity or Individual for the entire block buyer or seller. Be sure when you fill out the VTPRT172 to use ALL CAPS and no punctuations, they are not allowed by the state. The Lenders has a drop down box that uses a file in Redocs7.6. It is called banks.csv. You can go into the file and directly add new lenders (be sure to save it as a csv file) or you can click the button on page 1 of the closing form to add. The bank will not be added until you leave the program and then go back in. If you are using First American Title Insurance Company, all the forms have been changed to use the new features available with FormDocs 7.6. The most important feature is the scrolling text bar to enter text. If your requirements, exceptions or Exhibit A exceeds the space allotted on the form, the scrolling text field allows you to enter almost endless text and will add in the extra pages when printing. Please check my webpage periodically for updates, fixes and more. Also, please note, I now have the availability to offer support or do a live demo on line with you using Webex. Please call for details if you are interested.

28 For General Formdocs support please contact: Karen Hammond Karen Hammond Business Services 104 Gould Road Chester, Vermont Telephone: (802) /Toll Free (866) Fax: Toll Free (866) For Information and support regarding Title Insurance forms Redocs Training and Installation please contact : Chris McPhee Agency Representative First American Title Insurance Company Mobile Phone : cmcphee@firstam.com