etrac Operations Manual

Transcription

1 etrac Operations Manual Version: 9.0 Publish Date: 2013 Global DMS, 1555 Bustard Road, Suite 300, Lansdale, PA , All Rights Reserved.

2 Table of Contents Accessing etrac Requirements and Configuration... 0 Minimum System Requirements... 0 etrac Support Options... 0 Recommended Browser Settings Configuration... 1 Logging in to etrac... 4 Logging Out... 5 The Main Menu and System Navigation... 6 Order Entry... 7 Order Creation from the Staff Module... 8 Adding New Orders... 8 Pending New Orders Order Entry Order Form Fields Order Entry Order Form Fields Client Information Section Order Entry Order Form Fields Borrower Information Section Order Entry Order Form Contact Information Section Order Form Options Order Assignment Broadcasting an Order Updating Orders Monitoring etrac Queues Viewing Open Orders Viewing Due Orders Viewing Completed Orders Viewing Appraisals that are Under Review Viewing Cancelled Orders Viewing Appraisals that are On-Hold Viewing Unassigned Appraisal Orders Viewing the Vendor Inspections Scheduled Viewing Pending Updates from Vendors Viewing the Calendar My Faxes Daily Dashboard Additional Queues etrac Search Features... 38

3 etrac Accounting Functions Invoicing an Order Applying Payment to a Single Order (Post Payment) Applying a Payment to Multiple Orders Viewing a Client s Payment History Viewing the Payment History of All Clients Viewing the Payment History of All Clients per State Viewing Outstanding Balances by Client Viewing Outstanding Balances by Period Making Payments to Vendors Paying a Single Order (Quick Pay) Viewing the Payment History of Vendors Viewing Orders that Have Not Been Billed Viewing Outstanding Balances by Payment Type Viewing a Client s Billing History Viewing Client Billing Records Viewing Vendor Billing Records Viewing Supervisor Billing Records Viewing Reviewer Billing Records Viewing Completed Aged Receivables Viewing Net Appraisal Fees Viewing Open Payables Records Viewing Closed Payables Records Viewing Client Credit Records Viewing Outstanding Balances for All Clients Viewing Outstanding Balances for a Single Client Viewing Accounts Receivable Aged Trial Balance Viewing All Invoices by Client etrac Reports System Setup Managing Staff Users Managing Products and Report Types Adding a Product Drop Down List Order Manage Products... 64

4 Delete an Appraisal Product Managing Clients and Client Fee Tables Adding a Client Definitions for Client Profile Fields Selecting Client Type Selecting a Parent Office Client Security Level Updating a Client Finding a Client Delete a Client Profile Download the Client List Adding a Client User Adding a Client User from the Client Profile Definitions for the Client User Profile Fields Managing Client Users by Last Name Delete Client Users Find a Client User Update a Client User s Notification Preferences Create Client Fee Table Modifying Client Fee Tables Delete Client Fee Tables Managing Vendors and Vendor Fee Tables Adding a Vendor Enhanced Coverage Area Updating a Vendor Delete a Vendor Find a Vendor Find a Vendor by Zip Code Find a Vendor by Super Search Add a Vendor User Managing Vendor Users Delete a Vendor User Find a Vendor User Update a Vendor User s Status View Vendor s License Expirations

5 View Vendor s E&O Expirations View Vendor s without Enhanced Coverage View Vendor s without Documents View Vendor Uploaded Documents View Vendors without a W Downloading Vendor Data Add a Vendor Fee Table Modifying a Vendor Fee Table Deleting a Vendor Fee Table Managing Appraisal Products Add an Appraisal Product Manage Products Delete an Appraisal Product Add a Custom Status Create a Common Response List Modify a Common Response Delete a Common Response Company Profile Update Company Profile Updating System Settings Using the Setup Wizard Configure the Look and Feel of etrac Advanced Tools Voiding an Invoice Voiding a Payment Deleting a Check Deleting Orders Downloading Order Data Statements Orders Due Suggestions Excel Order Import Vendor/Client Import Network Search ETrac Report Builder

6 Global Communicator Configure Header/Footer Company Holiday The Commercial Bidding Process Sending Bid Requests to Vendors Manually Entering Bid Responses from vendor Working with Engagement Letters Select the file you wish to upload and then click Insert Received Bids My Messages Delivery System Creating a PDF Version of a Form Uploading a File to an Order Uploading and Sending a File to a Client Sending an Uploaded File to a Client Data Exchange Downloading Order Data to Appraisal Forms software Assign Fax Number Leave Message

7 Accessing etrac Requirements and Configuration Minimum System Requirements Computer / Processor Operating System Browser Requirements Hardware Requirements Display Peripherals Internet Access Minimum System Requirements for etrac 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.

8 etrac Support Options Please any support inquiries to Phone Chat To speak with a representative, please call ext. 3. We offer 24/7/365 support to you, and your Clients and Vendors. Tier 2 and Tier 3 Support is available Monday-Friday 8am-8pm. Tier 1 Support is available 24/7. The LiveHelp link is a great tool to use to connect to our Support Team.

9 Recommended Browser Settings Configuration In the Browsing History section, click on the Settings button. Ensure that Every time I visit the webpage is selected, and click Ok. Click on the Security Tab, click on the Trusted Sites icon.

10 Click on Sites button. Please add to the list, and click Close. On the Privacy tab, click on the Advanced button.

11 Ensure that Override automatic cookie handling is selected. Select Accept in the First-party Cookies, and Third-party Cookies columns. Also ensure that Always allow session cookies" is selected, and click Ok. 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.

12 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.

13 Logging Out To log out of ETrac, click the Log-Out tab to the upper right hand corner of your page (circled in yellow).

14 The Main Menu and System Navigation etrac has a unique navigation setup, as there are two navigation menus. Primary tabs are located across the top of the screen, and secondary tabs appear on the left. The Main screen shows any Unassigned orders. There are other tabs available to show orders that are in other statuses. The Main tab offers a variety of tools to manage orders. Several queues have been pre-built for the convenience of Staff Users. Using the pre-built queues provides instant lists of orders, based on order status. Custom queues can also be built to provide specific productivity queues.

15 Order Entry Orders can be generated from the Client Module, the Staff Module, or a customized LOS integration. All of these orders will first appear as Unassigned, on the Main screen. Staff Users can view and update orders, and Assign orders from this screen. Unassigned Completed Assigned/Waiting for Acceptance Reviewed Basic Lifecycle of an Order Scheduled In Review Inspected

16 Order Creation from the Staff Module There are several ways for staff users to create orders. Add New Order This feature is used to create and send new orders to Vendors. A Vendor must be selected on the order, to complete this process. If you have configured etrac to use auto-incrementing file numbers, when you use the Add New Order function, the next available order number will be assigned to this order. If you use the Back button on the browser, or close the window, the order number will no longer be available. Pend New Order This feature is intended to create an order in the System, without assigning it to a Vendor. This function does not assign a file number. These orders will remain Unassigned until a Staff User completes the Assign process. Adding New Orders On the Main screen, click on Add New Order. The etrac Order Form has a variety of built-in tools.: Quick Links are located at the top of the form. Clicking on one of these, such as Vendor Info, will instantly display that section of the Order Form. The Standardize Address feature will modify the subject address to meet the USPS address rules. Check Zip Code will display all Zip Codes that are associated with the subject address City and State. Get County will populate the subject address County field, based on the Zip Code. The Check for Duplicate feature will search the System for a duplicate subject address. You can also check for near matches of the address.

17 In the Order Form, enter the required information. There are many fields available for informational purposes. There are two custom fields that are available, as well. Typically, Custom Field #1 is designated as the File Number, Order Number, etc. Custom Field #2 can be used for any data point that you would like to track, as this field is available for reporting purposes. Some fields are required on the order form: Client Name Borrower Name Property Address City State Zip Code Report Type Vendor Other fields can be configured as an order form requirement, such as Loan Number. Note: When adding a new order, Vendor assignment is required. To add the order, click on the Add Order button.

18 Pending New Orders This option is used to add an order, without assigning a Vendor. These orders can be assigned to Vendors at any time. Click on the Main tab, and select Pend New Order. The order form will then be displayed, and the File Number will appear as Unassigned. Enter the details of the order on the order form, and click on the Pend Order button.

19 Order Entry Order Form Fields Reference Information Section Field Name Notes About the Field Requirements Custom Field 1 This field label can be changed under system settings. This field identifies the primary system tracking number and is displayed on most reports. The default value is file number. Invoice number is also a very popular value for this field label. This field is required on all order forms. Required Custom Field 2 This field label can be changed under system settings and is used to identify an additional tracking field. The default value is Custom 2. FHA number and Map reference are also very popular values for this field label. This field is optional. Optional Loan # This field is used to enter the lender loan number. Optional Tracking # This field is used to enter the office tracking number. Optional Case # This field is used to enter the office case number. Optional Vendor File # This field is typically the file number used by the vendor for reference. Optional Company Office This list allows the order to be associated with a particular office. This field displays when multiple office support is enabled under system settings. Required When using the Multi- Office feature Date Assigned Engager Priority Requires UAD Compliance This field displays the Date and Time that the order was Assigned to a Vendor. This field will become visible after the order has been Assigned. The Engager is a Staff User that can be assigned to orders. The Engager will receive notifications when Clients and Vendors send s through etrac for their assigned orders. This field allows Staff Users to assign a priority designation to orders, using a 1-5 scale. This scale is determined by the Staff. For example, 1 can be highest priority, or the lowest priority. The Open Orders Queue can by sorted by Priority, and this field is available for custom reports. This option on the order form is governed by the UAD requirements at the Product-level. 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. The UAD requirements checkbox cannot be changed at the order-level; it must be modified on the Product. - Optional Optional -

20 Order Entry Order Form Fields Client Information Section Client Information Section Field Name Notes About the Field Requirements Client Type Client Client drop-down menu Bill-To Client Send-To Client On-Appraisal Client Client User Processor Processor 2 Client 2 Type Client 2 Ordered By The Client Type designation is configured during the Client configuration phase. On the order form, the Client Type must be selected to filter the Client drop-down list. The Client link allows Staff Users to create additional Client Profiles, while actively entering a new order. After selecting Client Type, then the associated Clients will be available in this drop-down menu. Clients are displayed with Name and address. This selection designates the Client information that will appear on the Invoice. Client 1 or Client 2 can configured as the Bill-To Client. This selection designates the Client that will receive the appraisal documents. This can be Client 1, Client 2 or both. This option determines which client information will be sent to the Vendor. This can also control which Client can download the appraisal documents. This setting must be configured to Client 1 or Client 2. There is a System Setting that can be configured to allow Vendors to see both Clients on an order: Would you like Vendor s to see both clients of an order in the Vendor Module? If set to No, the Vendor will see only the "On Appraisal" Client. This is the primary Client contact person for the order. If the order was placed through the Client Module, their information will populate this field. This person will receive order status notifications, based on their Profile configuration. When Staff Users deliver the appraisal file, the will be sent directly to the Client User. This is another primary Client contact that will receive status notifications, and file deliveries. This is an additional Client contact that will receive status notifications, and file deliveries. The Client 2 Type designation is configured during the Client configuration phase. On the order form, the Client 2 Type must be selected to filter the Client 2 drop-down list. An additional Client may be placed on an order, for billing and/or informational purposes. Notifications will NOT be sent to Client Users of Client 2. This field tracks which user placed the order. This field is only needed, if Client Users are not utilized. This option allows Staff Users to input a contact address for someone other than the Client User. Staff Users typically will input this additional address, so that a Client User can be created in the future, if needed. Required - Required Required Required Required Optional If a Client User is not selected, Staff Users must use different forwarding options for the appraisal document. Optional Optional Optional Optional Optional Optional

21 Order Entry Order Form Fields Borrower Information Section Borrower Information Section Field Name Notes About the Field Requirements Name This field is for the Borrower or Borrowers names. Required Address This field is for the Subject Address. Required City This field is for the City of the Subject Address. Required State This field is for the State of the Subject Address. Required Zip Code This field is for the Zip Code of the Subject Address. Required County This field is for the County of the Subject Address. Required Township This field is for the Township of the Subject Address. Optional Legal Description This is an open text field, to input a description for the Subject Address. Optional Property Locations This is a drop-down menu to designate the Subject Address as Urban, Suburban, or Rural. Optional Borrower This is an informational field for the address of the Borrower. Optional Check for Duplicates Standardize Address Check Zip Code This function searches your etrac System for other orders with the same Subject Address. This address checks for exact matches. Using the Find Near Matches options will search your System for similar addresses. A System Setting is available to run this check when Adding or Assigning an order: Check for duplicate Address and File # when Adding/Assigning an order? This function will modify the Subject Address to adhere to USPS (United States Postal Service) address rules. For example, if 123 Main Street is entered, the Standardize Address function will modify the address to 123 Main St.. The Check Zip Code option will provide a list of Zip Codes that are associated with the City and State that are entered. Optional Optional Optional Get City/State/County This option uses the Zip Code to populate the City and State fields. Optional Get County This option uses the Zip Code to populate the County field. Optional

22 Assignment Information Section Field Name Notes About the Field Requirements Property Type Report Type This is a drop-down menu to select the Property Type of the Subject Address. Some of these options may not appear, as this list is based upon the System Setting for Residential and/or Commercial Appraisals. Apartment Commercial Condo Coop Other Office Prefab Farm Hotel-Motel Industrial Institutional PUD Residential Retail Land Manufactured Mobile Home SFR - This is the default selection Multi (2) Multi (3) Multi (4) Multi-Family Special Purpose Townhouse Unknown This field allows the selection of the primary appraisal report needed for this order. This is required field when adding a new order. Required Report Type 2 This option allows an additional appraisal report option to be added to an order. Optional Report Type 3 This option allows an additional appraisal report option to be added to an order. Optional Required when Adding an order. Optional when Pending an order. Report Type 4 This option allows an additional appraisal report option to be added to an order. Optional Report Type 5 This option allows an additional appraisal report option to be added to an order. Optional Extra Fee Extra Fee 2 FHA This is an additional fee field that is charged to the Client. This field is often used for shipping charges, Trip Fees, and other administrative fees, for which the Vendor would not receive a percentage. This field can be customized in System Settings. Sales Tax can be applied to this field, if needed. This is another additional fee field that is charged to the Client. This field is often used for shipping charges, Trip Fees, and other administrative fees, for which the Vendor would not receive a percentage. This field can be customized in System Settings. Sales Tax can be applied to this field, if needed. This option indicates if the order requires FHA specifications. This is important to the Assignment process. This can also be configured on the Product-level. Optional Optional Optional Intended Use This drop-down list describes the purpose of the appraisal. Required Occupancy This field indicates how the property is currently being used. For example: Primary Residence. Optional Sale Price This field indicates the contract price of the Subject Property. Optional Estimated Value Loan Amount Settlement Date This field indicates the value of the Subject Property, based on the estimation of the Property Owner. There is a System Setting that will remove this field from the Client and Vendor Modules. This field indicates the amount of the loan. There is a System Setting that will remove this field from the Client and Vendor Modules. This field specifies the date that escrow will be closed. Optional Optional Optional

23 Order Entry Order Form Contact Information Section Contact Information Section Field Name Notes About the Field Requirements Name Specifies the name of the person(s) to contact to gain access to the property. Optional Home Phone Work Phone Other/Mobile Phone Specifies the home phone of the person(s) to contact to gain access to the property. Specifies the work phone of the person(s) to contact to gain access to the property. Specifies an phone number of the person(s) to contact to gain access to the property. Optional Optional Optional Specifies the address of the contact person to gain access to the property Optional Relation Specifies the relation to the borrower. Optional Billing Information Section Field Name Notes About the Field Requirements Payment Method This field designates the preferred Client billing method. There are several options: Bill COD Credit Card No Charge Optional Truth in Lending Date Other PayPal Pre-pay Check Split This field is for informational purposes only. This field is controlled by a System Setting: Show Truth in Lending date on standard Staff and Client Module order forms? When this Setting is enabled, then the Truth in Lending Date field will be available in the Staff Module and Client Module. This is the date that the staff may charge the credit card associated with the order. Optional

24 Vendor Information Section Field Name Notes About the Field Status Information Section Vendor This field specifies the Vendor who has been assigned to the order. Show Info Displays information from the Vendor Profile. Auto-Assign This is a manual Auto- Assign option that will manually select a Vendor to the order, based on Auto-Assignment configuration. Find Vendor This option provides a list of qualified Vendors based on Coverage Area, Report Type, Vendor Status, Client-approval lists, and Vendor order capacity. Requirements Required when Adding a new order, or Assigning an order. Optional when Pending a new order. Supervisor This field specifies a Vendor who has been assigned to oversee the order. Optional Reviewer This field specifies a Vendor who has been assigned to review the order. Optional Sales Rep Date Needed Date Due from Vendor Inspection Scheduled This field specifies a Vendor who cultivated the business relationship that resulted orders from this client. Sales Rep fees can be configured based on a flat fee or a percentage. This field indicates the date that the Client requires the appraisal report. This field can also be configured on the Product-level to auto-populate when the order is due, based the report type that was selected. Indicates the date that the appraisal report is due from the Vendor. A System Setting is available to configure Lead Time. Lead Time: Date Due From Appraiser should be how many days prior to Date Needed This field provides the date that is scheduled for the inspection of the Subject Property. Optional Optional Optional Optional Inspection Time Indicates the time that appointment was set to inspect the property. Optional Order Status Notes/Special Instructions Indicates the current status of the order. There are many standard statuses, but custom statuses can also be configured. 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. Required Optional Date/Time Completed This specifies the date and time in which the appraisal was marked completed. - Rush Order This is a checkbox to mark orders as a high priority. Orders that are marked rush will be represented in green text on the View Due queue. Optional

25 Field Name Notes About the Field Requirements Order Status This field indicates the current order status. The default status is Assigned. The available status options are: Required Accepted By Vendor Accepted by Vendor with Conditions Action Required Appraisal PDF Conversion Failed Assigned Awaiting Information from Client Being Typed Bid Selected Bidding Closed Cancellation Pending Cancelled Completed Corrections Received and Approved Declined by Vendor Deleted Delivered to Client Distance Approval Requested Fee Change Approved Fee Change Not Approved Fee Change Requested FHA Received FHA Requested In Progress In Review Incomplete due to Truth in Lending Inspected Order Processing Delayed Out for Bid Pending CC Approval Re-Schedule Received by Vendor Received by Vendor Refer To Comments Request for Revisions/Addenda Reviewed Scheduled Sent to Collections Unassigned Waiting for Acceptance Waiting for Payment Refer to Comments Rejected by MARS Request for Revisions/Addenda Resume Reviewed Reviewed and Corrections Needed Revised Appraisal Scheduled Sent to Collections UCDP Findings Failed UCDP Finding Passed UCDP Readiness Check Failed

26 Left Msg Loan Withdrawn No Answer On Hold UCDP Readiness Check Passed Unassigned Waiting for Acceptance Waiting for Payment Enter New Status Current Status Notes/Special Instructions Office Notes Estimated Delivery This is a free form comment field where you can enter text describing the current status of the order. This information is available to clients via the client logon or notification. This field displays the last status that was entered into the system. This field is optional, but a System Setting is available to require Staff Users to enter a new Current Status when the order is updated. This field will automatically populate on the order with any text that is configured for this field on the Client Profile. This can be edited on the order. This is a text field that be used to enter notes about the order. This information is visible to Staff Users, and can be configured in the System Settings to be viewable by Clients and Vendors. This field specifies the date that the appraisal report is expected to be delivered to the Client. Optional - Optional Optional Optional Completed This field specifies the date that the order was in the Completed status. Optional In Review This field specifies the date that the order was in the In Review status. Optional

27 Order Form Options Order Form Option Clone this Order Notes This option will create a copy of the order. The cloned order file number will be Unassigned The cloned order will have the same Client information, and Subject Address. The cloned order will NOT have an assigned Vendor. The cloned order will not have any status history, or payment history. Print Order Print Order Details Print Order for Vendor Order to Vendor View/Complete report online This option will create a PDF of the order. This is a basic printable version of the order that is ed to the Vendor. This is an enhanced printable version of the order that is ed to the Vendor. This option will the order to the Vendor. This can be used to send another order notification . This option allows Vendors and Staff Users to use etrac Web Forms to create an appraisal report online. This option allows the Vendor to send the appraisal directly to the order from Web Forms.

28 Order Assignment There are several methods for Staff Users to assign an order to a Vendor. On the Main screen, click on Assign adjacent to the order to be Assigned. On the Order Update screen, scroll down to the Vendor Info Section. Quick Links are available at the top of the order page to quickly navigate to key sections of the order form. Click on the Vendor link, and the Appraiser Search page will appear. You may search by Vendor name or coverage area.

29 In the Fee section, click on the Find Vendor link, and the Appraiser Search page will appear with a list of appraisers based on: Each Vendor s Enhanced Coverage Area zip codes list Approved lender list Vendor order capacity Vendor rank Vendor status From this screen, you can click on the Info link to view the Vendor contact information. If there is a number in the Open Orders column, you can click on the number to view the open orders that are currently outstanding for that Vendor. To select a Vendor, click on the Vendor Name. From the Find Vendor screen, you can click on the Show Calendar button to view the office calendar, and check availability. You may filter some of the results on this screen, by clicking on the Ignore Approved Appraiser List or Ignore All Criteria Except Zip Code Coverage. The etrac Network Search is also available, to locate additional vendors. This feature allows you to search for appraisal companies that are associated with other etrac clients. When using the option from the Find Vendor screen, location and product filters are automatically applied. You can also access the etrac Network Search from the Tools menu. Using this option, you can search for appraisers that cover specific Zip Codes, States, or Counties. You may also filter results by product type.

30 For additional Vendor options, you can click on the Show Map of Nearest Appraisers button. This option displays Vendors whose company address is closest to the subject address, regardless of the standard Find Vendor search criteria.

31 Broadcasting an Order To send the appraisal request to all vendors that are displayed on the Find Vendor screen, select the Broadcast Order option. An Appraiser Search window will appear, listing the Vendors to whom the order can be broadcasted. Select the Vendors that will receive the order request, and click on the Broadcast Order button. A success message will appear, confirming that s have been sent to the Vendors. The vendors receive an order notification with two options: Accept the order Accept the order with conditions A direct link to the order is provided in the . If they chose this option, they will be prompted to log in to the etrac Vendor Module. The Vendor that accepts the job first, will be Assigned to the order.

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33 Updating Orders There are several ways to access an order in etrac. View Unassigned When a client enters an order, it automatically goes to the Unassigned Orders queue. These orders can be updated by selecting Main from the top menu, and then from the menu on the left, click View Unassigned. Select the Assign or Update link to adjacent to the file number. Main Menu Views Select the appropriate view needed to locate the order that you wish to update: View Open View Due Completed Orders Cancelled Orders View On-Hold View Unassigned Inspections Scheduled Click on the file number of the order that you would like to update. The Order Details page will appear. Clicking the File Number link a second time allows you to update the order. Status Reports Under the Reports menu, you can immediately update an order by clicking the File Number link of any one of these status reports: Single Vendor Open Complete Vendors Open Single Client Open Complete Client Open Client User Open Vendor Status List Status Search Menu Click the Search tab at the top of the page. The Search menu displays along the left edge of the page. Select one of the search buttons to begin your search. If the search is successful at least one order should display. Locate the order which you would like to update and click the file number of that order.

34 Update Order Tab Click on the Main tab at the top of the page. The Main menu will be displayed along the left side of the screen. Click on the Update Order option. In the Enter File Number field, enter the file number you are searching for and click on the Search button. This search feature is similar to the feature found under the Search tab. The search results will be displayed.

35 Click on a File Number, and the Update Order Screen will be displayed. Make the desired changes to the form, and click the Update Order button at the bottom of the page. The revised form will then be displayed. After reviewing and verifying the information, you can use the Print Order button of the page to create a hard copy of the order. To send the form to the vendor, click the Order to Vendor button.

36 Monitoring etrac Queues There are several pre-built queues that are accessible from the Main page. View Open shows all orders that are not in the Completed status. View Due shows all orders that are due within the next 5 days. Completed Orders shows all orders that are in the Completed status. In Review shows all orders that in the In Review status. Cancelled Orders shows all orders that have been cancelled by the Client within 90 days. View On-Hold shows all orders that are currently in On Hold status. View Unassigned shows all orders that are in the Unassigned status. If desired, you can perform the following operations from the Unassigned Orders page: To view the details of any particular order, click the Update link to the right of the desired order. To assign the order click the Assign link. To delete the order, click the Delete link. When prompted to delete the order, click OK to confirm your decision. Inspections Scheduled shows all inspections that are currently scheduled. These are sorted by date and time. View Pending Updates shows all order status update requests submitted by Vendor Users that are in Review Mode. View Queues allows you to view more pre-built queues, as well as customized queues that were created using etrac Report Builder.

37 Viewing Open Orders The View Open queue shows all orders that are not in the Completed status. Click on Main, and click select View Open to view these orders. Click on the File Number, to view the order details. Viewing Due Orders The View Due queue shows all orders that are due within the next 5 days. Click on Main, and select View Due to view these orders. Viewing Completed Orders The Completed Orders shows all orders that are in the Completed status from within the last year. Click on Main, and select View Completed to view these orders.

38 Viewing Appraisals that are Under Review The In Review queue shows all orders that in the In Review status. Click the Main, and select In Review to view these orders. Viewing Cancelled Orders The Cancelled Orders queue shows all orders that have been cancelled by the Client within 90 days. Click on Main, and select on View Cancelled. Viewing Appraisals that are On-Hold The View On-Hold queue displays all orders that are currently in the On Hold status. Click on Main, and select View On-Hold.

39 Viewing Unassigned Appraisal Orders The View Unassigned queue displays all orders that are in the Unassigned status. Click on Main, and select View Unassigned. If desired, you can perform the following operations from the Unassigned Orders page: To view the details of any particular order, click on the file # or the Update link to the right of the desired order. To assign the order click the Assign link. (this will auto populate next available file # if setup to auto-assign file #) To delete the order, click the Delete link. When prompted to delete the order, click OK to confirm your decision. Note: This is not a hard delete. You will be charged for any order(s) deleted this way. This only changes the Order Status to Deleted, does not actually delete the file out of the system. See page 72 for deleting a file.) Viewing the Vendor Inspections Scheduled Use this procedure to view inspections that are currently scheduled, sorted by date and time. 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 Inspections Scheduled tab. The Vendor Inspection Schedule page opens, displaying the current inspection schedule. Scheduled inspections are arranged by date

40 Viewing Pending Updates from Vendors Use this procedure to view status update requests sent by vendors that are in review mode status. 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 View Pending Updates tab. The Status Messages page opens, listing status messages that have been received. You can perform the following functions from this page, as desired: To view the message, click that message s View link. This allows you to Accept or Decline this appraisal status update that will be sent to your client. 8/27/2012 To delete a message, click that message s Delete link.

41 Viewing the Calendar 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 Calendar tab. The calendar page opens, usually listing inspections scheduled and appraisals due. Once your calendar is open, you have the option to view anything that is scheduled. You can view appraisals due, but cannot edit appraisals due. The only way to edit the due date is directly from within the order form. When you click View on a scheduled inspection you will be brought to the details page of the order. If you click Edit on the inspections scheduled it will bring you to the update order page. To schedule an event directly on the calendar you can click within that day or click on the recurring events daily, weekly, monthly and yearly.. You can also schedule If you click on the day link (ex. 19) it will bring you to Day mode., which lists times from 8:00AM to 5:30PM in half an hour increments.

42 As you can see above you have the option to change the view to Full Year, Year, Multi Months, Month, Week, Work Week, Outlook Week, Resource Day, Day, Grid Day, and Timeline. With the calendar feature you also have to the option to export the data to your Microsoft Outlook by clicking Export which is located in the upper left hand corner of your screen.

43 My Faxes This feature will allow you to view incoming faxes as well as send faxes. Click the Main tab at the top of the page. The Main menu displays along the left edge of the page Click the My Faxes tab to view your faxes. This page will display faxes received within the past 2 weeks. You have the option to view faxes that have been: To send a fax, fill out the required information marked by asterisks. Click Browse and when you find our file double-click on it, for the fax body.

44 Daily Dashboard Use this feature to view the status of any orders, scheduling, messages and financials. 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 Daily Dashboard tab.

45 Additional Queues To view the specialized queues, click on View Queues, select a queue from the Custom Queues drop-down menu, and click on View. Appraiser Acceptance Timeout Queue will show any orders that fall into the number of hours a Vendor has to accept an order before it goes to the Timeout Queue. Out for Bid Queue will show any proposals that are awaiting a Vendor response. Bid Selected Queue will show any requests to which a Vendor has responded. My Engager Queue will show any orders on which the Staff User (that is logged in) is selected as an engager. My Follow-Up Queue will show any existing Follow-Ups that are scheduled for the current date (for the Staff User who is logged in), and the status of the Follow-Up. Note: Scheduled Follow-Ups do not send an notification to advise of a pending follow-up. If you create Custom Queues using etrac Report Builder, they will be accessible from the Report Builder Queues dropdown menu. To view a Queue selection, select the desired queue from the drop-down menu, and click on the View button.

46 etrac Search Features The system includes a flexible search utility so you can locate orders by file number, borrower name, subject address, and a wide variety of other fields. The Super Search is a convenient tool that allows you to easily find your data using a variety of data points. Click on the Search tab at the top of the page. The Search sub-menu displays specific search options along the left edge of the page. From the Search tab, select the type of search you want to perform, and select the desired option. The Super Search page provides comprehensive search options. Enter any information about the order in the designated fields and click Search button. Search Options Reference Information File Number Loan # App Number Case Number Tracking # Vendor File # Status Report Type Property Information Address City State Zip County Property Type Legal Description Other Information Borrower Ordered By Client Client2 Sale Price Estimated Value Loan Amount Appraised Value Vendor First Name Vendor Last Name Vendor Company Name Dates Date Assigned Date Needed Date Due From Vendor NOTE: Searches can be as general or specific as needed, 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. After you click on the Search button, any files that match your search criteria will be displayed.

47 File Search Enter the exact file number you are looking for in the Enter File Number box and click the Search tab. File searches will find only results that exactly match your search criteria. For example, searching on 12 will NOT return file #112. Loan Search Enter the exact loan number you are looking for in the Enter File Loan # box and click the Search tab. Loan searches will find only results that exactly match your search criteria. For example: Searching on 10 will NOT return loan #1102. Borrower Search Enter all or part of the borrower s name that you are searching for in the Enter Borrower Name box and click the Search tab. Address Search Enter all or part of the address you are searching for in the Enter Property Address box and click the Search tab. This will find all orders associated with this address. City Search. Enter all or part of the city name you are searching for in the Enter City box and click the Search tab. This will find all orders that include this city.. State Search. Enter all or part of the state name you are searching for in the Enter State text box and click the Search tab. This finds all orders affiliated with this state.. County Search. Enter all or part of the county name you are searching for in the Enter County box and click the Search tab. This finds all orders that include this county.. Custom Search. Enter all or part of the information that would be located in the Custom field #2 section of your order form in the box and click Search. This finds all orders that include this information.. Super Search. Enter any information about the order in its designated fields and click Search. 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 name, and enter rob as the search term, the results will show any Borrower name that includes those letters.

48 etrac Accounting Functions Invoicing an Order When an appraisal file has been reviewed and completed, it is ready to be invoiced. After this, the final step is to deliver the appraisal file to the client. The following procedure will guide you through both of these steps. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Invoice tab. The Invoice page opens. In the Invoice page, enter the file number that you want to invoice and click the Search tab. If the invoice is found, click the File Number link. Click the File Number link to open the order. This opens the order form so you can review the details before invoicing it. To invoice the order scroll to the bottom and click the Invoice Order tab. When the invoice is complete, a confirmation message displays.

49 Applying Payment to a Single Order (Post Payment) Use the following procedure to apply a payment to a single order, regardless of the method of payment (i.e. cash, check, credit card). This option is also helpful if you are trying to apply a partial payment. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Post Payment tab. The Post Payment page displays. In the Post Payment page, enter the File #, Loan #, Borrower name or Address that you want to apply the payment to and click the Search tab. A summary of that file displays so you can verify that it is the correct one. Click the File Number link to view the invoice details. In the Check Amount field, enter the amount of payment that is being made. Use numbers and decimal places only in this field; do not use the $ sign. This field is required.

50 In the Check # field, enter either a check number (if payment is made by check) or the method of payment (e.g., cash, credit card, etc.). The Check # field is required. To add the payment to the client s payment history, click the Add tab. If you look at the image above you will see towards the bottom that there is a spot to put in credit card information. These fields will only appear if for that specific order you chose credit card as the payment type. Your payment details will appear at the bottom of this screen under Payment History for tracking purposes.

51 Applying a Payment to Multiple Orders Use the following procedure to apply a payment to multiple orders, regardless of the method of payment (e.g., cash, check, credit card). Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Post Multiple Payments tab. The Post Multiple Checks page opens. Specify the Client Type and then the Client who is making the payment. In the Check Number field, enter either the check number or the form of payment (e.g., cash, credit card), as appropriate. In the Check Memo field, allows you to enter text regarding the payment. This is not a required field. In the Payment Date field, enter the date that the payment was made. Click the Continue tab. All of the open receivables for that client display. Check off the invoice(s) to which this payment is being applied. Use the Calculate Total tab to view the total of all currently selected items. This tab will NOT process any payments. For example, if you wanted to know what the sum of the first three items in the list were, simply check them off and click Calculate Total. Click the Update Bill tab to post the payments. A new page confirms the invoice(s) that have been paid. Click the OK tab. You are returned to the Post Multiple Checks page so you can enter additional payments, if desired. If you are posting a large number of payments you can use the Check All tab to pay all open receivables. If you accidentally click Check All you can undo this action by clicking Uncheck All.

52 Viewing a Client s Payment History Use this procedure to view the payment receipts from a single client over a specified date range. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Single Cash Receipts tab. The Single Cash Receipts Journal page displays. Use the drop-down fields to specify the Client Type and then the Client whose payment history you want to review. Use the drop-down fields to specify the date range of receipts that you want to include in the report, and then click the Run Report tab to view the results. Viewing the Payment History of All Clients Use this procedure to view the payment receipts for all of your clients over a specified date range. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Cash Receipts tab. The Cash Receipts Journal page opens. Use the drop-down fields to specify the date range of receipts that you want to include in the report, then click the Run Report tab to view the results. Viewing the Payment History of All Clients per State Use this procedure to view the payment receipts for all of your clients per state over a specified date range. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Cash Receipts by State tab. The Cash Receipts Journal page opens. Use the drop-down fields to specify the date range of receipts that you want to include in the report, then click the Run Report tab to view the results. The total at the bottom of the page will display the total payments for the state that is selected in the system settings of which state you do most of your work in.

53 Viewing Outstanding Balances by Client Use this procedure to view all outstanding balances (unpaid invoices) associated with a particular client. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Single Receivable tab. The Single Receivables page opens. Use the drop-down fields to specify the Client Type and Client whose outstanding balances you want to review. Click the Run Report tab to view the results. Viewing Outstanding Balances by Period Use this procedure to view all outstanding balances (unpaid invoices) associated with a particular client over a specific date range. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Single Receivable by Period tab. The Single Receivables by Period page displays. Use the drop-down fields to specify the Client Type and Client whose outstanding balances you want to review. Use the drop-down fields to specify the date range of unpaid invoices that you want to include in the report. Click the Run Report tab to view the results.

54 Making Payments to Vendors Use the following procedure to process payments made to vendors. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the REProf Payment tab. The Vendor Payment page opens. From the Real Estate Professionals Payment page, select the following information: Select the name of the vendor to be paid. Select the date range of invoices that you want to view and/or pay for this vendor. In the Enter Check Number to Pay Vendor field, enter either a check number or the form of payment being used (e.g. cash, credit card). Select the date to post the payment Click the List Unpaid Orders tab. The outstanding payments for the client are listed. Select the outstanding payment(s) that are being paid.

55 Use the Calculate Total tab to instantly view the total of all currently selected items. This tab will NOT process any payments. For example, if you wanted to know what the sum of the first two items in the list were, simply check them off and click Calculate Total. Click the Post Payment tab. A new page confirms the appraisals(s) have been paid. Click the OK tab. You are returned to the Vendor Payment page so you can make additional payments, if desired. If you are posting a large number of payments you can use the Check All tab to pay all open receivables. If you accidentally click Check All you can undo this action by clicking Uncheck All. Paying a Single Order (Quick Pay) Use the following procedure when you want to pay a vendor for a single order. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Quick Pay tab. Enter the file number and either the borrower name or address of the order you want to pay and click the Search tab. When the file displays, click the File Number link to open the order and view the unpaid balance. In the Vendor Info section (at the bottom of the order), enter the payment information. In the Check No. field, enter the number of the check (if applicable) or enter the form of payment (e.g. cash).

56 In the Check Date field, enter the date the payment was made. In the Check Amount field, enter the amount paid to the vendor. After entering the payment information, click the Pay Vendor tab to process the payment. You are returned to the Enter File Number page so you can make another payment, if desired. Viewing the Payment History of Vendors Use this procedure to view the payment receipts for all of your vendors by check number. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the REProf Checks tab. The Vendor Checks page opens. Enter the check number of the report you would like to generate. Click the Run Report tab to view the results. Viewing Orders that Have Not Been Billed Use the following procedure to view orders that have been completed, but not yet billed. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Not Billed tab. The list of completed (and not billed) orders displays. NOTE: If all completed orders have been billed, a message will indicate this. Viewing Outstanding Balances by Payment Type Use this procedure to view all outstanding CODs. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Outstanding COD tab. The Outstanding CODs page displays. Use this procedure to view all outstanding credit cards. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the Outstanding Cards tab. The Outstanding Credit Card Orders page displays.

57 Viewing a Client s Billing History Use this procedure to view how many appraisals were billed to a single client over a specified date range. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click More Reports and then click the Single Client Billing tab. The Single Client Billing page opens. Use the drop-down fields to specify the Client Type and then the Client who s billing history you want to review. Use the drop-down fields to specify the date range of invoices that you want to include in the report, and then click the Run Report tab to view the results. Viewing Client Billing Records This report lets you view complete client billing records that were invoiced between specific dates. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Client Billing tab. This opens the Complete Client Billing page. Using the drop-down fields, specify the date range of the billing records you want to look at. Click the Run Report tab. The report displays a list of appraisals that were billed between the dates you specified. When you are done with this report, close the browser window.

58 Viewing Vendor Billing Records This report lets you view complete vendor billing records that were invoiced between specific dates. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Vendor Billing tab. This opens the Complete Vendor Billing page. Using the drop-down fields, specify the date range of the billing records you want to look at. Using the drop-down fields, select the vendor. Please note that if no vendor is selected, the report will be run for all. Click the Run Report tab. The report displays a list of appraisals that were billed between the dates and vendor you specified. When you are done with this report, close the browser window. Viewing Supervisor Billing Records This report lets you view complete supervisor billing records that were invoiced between specific dates. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Supervisor Billing tab. This opens the Complete Supervisor Billing page. Using the drop-down fields, specify the date range of the billing records you want to look at. Click the Run Report tab. The report displays a list of supervisors that were billed between the dates you specified. When you are done with this report, close the browser window. Viewing Reviewer Billing Records This report lets you view complete reviewer billing records that were invoiced between specific dates. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Reviewer Billing tab. This opens the Complete Reviewer Billing page.

59 Using the drop-down fields, specify the date range of the billing records you want to look at. Click the Run Report tab. The report displays a list of reviewers that were billed between the dates you specified. When you are done with this report, close the browser window. Viewing Completed Aged Receivables This report lets you view complete accounts receivable records, or those within 30, 60, or 90 days. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Aged Receivables tab. This opens the Accounts Receivables Menu. Click the appropriate link for the range of receivables you want to view. The Current Receivables page opens, showing a summary of appraisals that occurred in that time range. When you are done with this report, close the browser window.

60 Viewing Net Appraisal Fees This report lets you view complete vendor billing records that were invoiced between specific dates. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Net Appraisal Fee tab. This opens the Net Appraisal Fee page. Using the drop-down fields, specify the date range of the billing records you want to look at. Click the Run Report tab. The report displays a list of appraisals that were billed between the dates you specified. The top of the report shows the net total of all the appraisals listed. When you are done with this report, close the browser window. Viewing Open Payables Records This report displays payments that are owed to a vendor. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Payables Open tab. This opens the Payables Open page. You will now see an overview of what is owed to all your vendors.

61 Viewing Closed Payables Records This report displays a history of payments made to a vendor in the past 90 days. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Payables Closed tab. This opens the Payables Closed page. Use the Select Vendor drop-down list to select the name of the vendor whose records you want to look at. Click the Run Report tab. The report displays the number of appraisals performed by this vendor in the past 90 days and the total payables over that time. When you are done with this report, close the browser window. Viewing Client Credit Records This report displays a history of clients who have overpaid and have credit balances. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Client Credits tab. This opens the Client Credits page. You will now see which clients have credits and which orders the credits were applied to.

62 Viewing Outstanding Balances for All Clients Use this procedure to view the outstanding balances for all clients. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Client Statement tab. This opens the Monthly Client Statement page. Using the drop-down fields, specify the office (If you have multiple offices) and the date range of the client statements you want to look at. Click the Run Report tab to view the results. Viewing Outstanding Balances for a Single Client Use this procedure to view the outstanding balances for a single client. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Single Client Statement tab. This opens the Single Monthly Client Statement page. Using the drop-down fields, specify the Client Type, the Client and the date range of the client statements you want to look at. Click the Run Report tab to view the results.

63 Viewing Accounts Receivable Aged Trial Balance Use this report to display a particular client s orders and balance broken down by current, over 30, 60, 90 days. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the Accounts Receivable Aged Trial Balance tab. This opens the Accounts Receivable Aged Trial Balance page. Using the drop-down fields, specify the Office (If you have multiple offices) Client Type, and the Client. NOTE: In order to get the Client drop-down you must select a client type. Click the Run Report tab to view the results.

64 Viewing All Invoices by Client This report lets you view all Invoices by Client over a specified date range. Click the Accounting tab at the top of the page. The Accounting menu displays along the left edge of the page. From the Accounting menu, click the More Reports tab. This changes the tabs in the menu. Click the All Invoices by Client tab. This opens the All Invoices for Client page. Using the drop-down fields to specify the Client Type, Client, and Date Range. NOTE: In order to get the Client drop-down and Run Report tab you must select a client type. Click the Run Report button to view the results.

65 etrac Reports The etrac System has several pre-built reports, which allow you to monitor activity, vendors, clients, business volumes, and more. These reports are accessed by clicking on the Reports tab and then selecting from the menu on the left. Here is a list of available reports as well as tips on how to use them. Report Name Single Vendor Open Complete Vendors Open Single Client Open Complete Client Open Client User Open Entered Orders Vendor Status Vendor Workload List Status Entered Orders by Client Vendor Workload More Reports Volume By Client Type Description This report lets you view the open orders associated with a single vendor. You are prompted to select the vendor s name from the first page, then the report will display. This report lists all open orders associated with all vendors. Results are displayed in alphabetical order, by vendor name. This report lets you view all of the open orders for a single client. You are prompted to select the Client Type and then the Client from the first page. Click the Run Report button to generate the report. This report lists all open orders associated with all existing clients. Data is arranged alphabetically, by client. This report lists all open orders for a one-client user???. You are prompted to select the Client Type, the Client, and the Client User from the first page. Click the Run Report button to generate the report. This report shows you all the appraisals that were ordered during a specified date range. Use the drop-down lists to specify the date range you want to view and click the Run Report button. This report is grouped by vendor and can be filtered by office. This report shows all orders that are not in Completed or Cancelled statuses. The report is grouped by vendor, can be filtered by office, and includes the current order status. This report displays the number of open orders for each vendor. This report allows you to select all appraisals currently in a particular status. This report shows you all the appraisals that were ordered during a specified date range. Use the drop-down lists to specify the date range you want to view and click the Run Report button. This report is grouped by client and can be filtered by office. This report displays the total number of open orders for each vendor so you can assess their current workload. The More Reports tab changes the Reports menu so you can access the reports listed below. This report lets you display your billed orders for a particular type of client. You are prompted to select the Client Type and then specify a Date Range from the first page. Click the Run Report button to generate the report.

66 Report Name Volume By Client Description This report lets you display your billed orders for an individual client. You are prompted to select the Client Type, the Client and then specify a Date Range from the first page. Click the Run Report button to generate the report. Volume By Vendor Volume By Product Client Business Percentage Business Type Percentage Business Change Percentage Product Fees by Product Order Count Mars Count This report displays billed orders associated with a particular vendor. You are prompted to select the Vendor and then specify a Date Range from the first page. Click the Run Report button to generate the report. This report displays billed orders associated with a particular product. You are prompted to select the Product and then specify a Date Range from the first page. Click the Run Report button to generate the report. This report displays a particular client s business as a percentage of total business. You are prompted to select the Client Type and then specify a Date Range for the invoices that are to be included. Click the Run Report button to generate the report. This report displays the percentage of business done by each type of client. You are prompted to select the Date Range for the invoices that are to be included. Click the Run Report button to generate the report. This report displays the monthly order counts for last year and this year. You are prompted to select the Date Range for the invoices that are to be included. Click the Run Report button to generate the report. This report displays total product fees by product. You are prompted to select the Date Range and Product for the invoices that are to be included. Click the Run Report button to generate the report. This report displays order count by date range. This report is what you will receive your monthly invoice from Global DMS off of. This report displays Mars count by date range.

67 System Setup Managing Staff Users Perform the following to add new Staff Users to etrac. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Users tab. Click the Add Users tab. The Add User page will appear. The Add User page allows you to create new Staff Users to the etrac system. Enter the first and last name, address, User Name, and Password into the fields provided. All of these fields are required.

68 Specify an access level using the Access Level list. You must choose from one of the following levels: Access Level Look Only User Description This specifies that the user can view all open orders, search all orders, and view non-financial reports. This level is ideal for training because no changes can be made to the system. Standard User Manager System Administrator This specifies that the user can do everything a Look Only User can do as well as Pend, Send, and Update all orders. Standard Users can also Invoice and Enter Individual Cash. This is the recommended access for most users. This specifies that the user can do everything a Standard User can do as well as view financial reports. Managers cannot change system or delete data. This specifies that the user has total system access with no restrictions. These users can do everything a Manager can do as well as delete Orders, Client Checks, and Status messages. They can also do System Administrator functions, such as Add Products, Add Internal and External Users, Update Company Information, and customize the system's operational defaults. After all of the information has been entered, click the Add User button to add the user to the system. The new Staff User will then be visible on the Manage Users page.

69 Managing Products and Report Types You must add Products to etrac, before you can add any orders. Products represent the services that you offer. These can be 1004 forms, 1075 forms, or Trip Fees, etc. We recommend that you create all products, before adding client and vendor fee tables. Use the following procedure to add other appraisal services to the system. Adding a Product Products are managed from the Setup menu. From Setup, select Manage Products. Select Add Product to enter a new Product and the Add Product page will appear.

70 Field Descriptions Product Name Product Name as it appears to Clients Drop Down List Order Default Turnaround Time Product Category Product Visible on Network This field specifies the name that displays in the list on order forms. This field specifies the name that displays in the client's order form when they order an appraisal. This is the order that the Products will appear in the drop-down menu. We recommend that you skip numbers in the sort orders for any new form or amendment that may need to be next to an existing product. This is the amount of days on average it takes your company to complete an order of this product. Select the category that this product best fits the Product If you have the "Would you like to allow Lenders and AMCs to send you orders?" system setting set to Yes, those products are visible when a lender or AMC that also uses oasis wants to send you an order. etrac Web Form Select the web forms report type that is associated with this product type. (I. E. Fannie Mae Form 1004). This will allow Staff Users and Vendors to use etrac Web Forms to complete appraisal report. Bid Surcharge Amount Vendor Acceptance Timeout Exclude from MARS Requires UAD? The bid surcharge amount is added to the client's fee (report type fee) on the order form once the bid is selected. This is the number of hours before an order with this product is marked as timed out, if it has not accepted by a Vendor. Select Yes if you would like this product to be excluded from the Mars automated review process. Select Yes if you would like this product to require UAD compliance. With this option selected for Products, when the Product is selected for an order, then the UAD checkbox on the order will be automatically selected. When MARS is run on these appraisal reports, it will automatically check for UAD compliance. MARS considers all UAD rules to be critical. Appraisal reports in the XML format are required. Is FHA? This is similar to the Requires UAD selection. If set to YES at the product-level, the "FHA" flag on the order will automatically change to Yes when entering an order using the staff order form (Add New Order, Pend New Order), or client module order forms.

71 Drop Down List Order When adding or managing Products, you have the ability to configure how Products appear on the Manage Products screen, and on the Report Type drop-down menu on the order form. This can be modified simply by editing the Product. Typically, we recommend that the first Product should be added with 10 in this field. As additional Products are created, use increments of 5 for the Drop Down List Order. Using this method will make it easy to add Products in the future, and ensure that they appear in the proper arrangement. Example: Product Name How the Product Appears to Clients Drop Down List Order URAR 1004 Full Appraisal Report Drive-by Drive-By Appraisal 15 Desktop Review Desktop Appraisal 20

72 Manage Products To view or edit Products, click on the Setup tab, and select Manage Products. Click the Manage Products tab again. This opens the Product List page, which displays a complete list of products. To modify a product, locate it in the list and click its Edit Link. The Update Product page opens, showing all the information about that particular product. Make the necessary changes and then click the Update Product button to update the product. The Product List page will appear again, showing the revised product information.

73 Delete an Appraisal Product Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, select the Manage Products. Click the Manage Products tab again. This opens the Product List page, which displays a complete list of products. Locate the product that you want to delete and click its Delete link. The delete Product page opens, showing the details for that product. Click the Delete button to permanently delete this product from the system. The Product List will appear again, and the Product that was deleted will no longer appear in the list.

74 Managing Clients and Client Fee Tables Adding a Client Adding clients to the system enables you to select those clients from the Client list on your order form. This is a required step because you cannot process orders without selecting a client. The Client Profile is typically the Profile for the company entity. Client User accounts must be created for individuals who are associated with the Client, so that they can log in to the etrac Client Module to generate and manage orders. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Clients tab. Click the Add Client tab, and the Add Client page will be displayed. Fields that are marked with a red asterisk on the Add are required. After all of the required information has been entered, click button, to create the new Client Profile. Definitions for Client Profile Fields

75 Field Name Description Optional? Client Type Parent Office The Client Type designation is used to separate Clients into distinct groups, so that they are easier to manage. These groupings are also used for some business reports, such as Volume by Client Type. This allows the parent office to see all orders of any branch office that is associated with the parent office. Required Optional Security Level This setting determines the order visibility to Client Users. Required Client Name Client Contact This is the name of the Client. This will be visible on the order form, and this data can be used in custom reports. This is the contact name for an individual that is associated with the Client. Required Optional Client Phone 1 and 2 Client contact phone numbers. Required Client Fax Client contact fax number. Optional Billing Client Code Client address that is used for billing transactions. This is the address that will be used to deliver invoices. The Client Code is used to allow Client Users to self-register. It is recommended that you use something original. Optional Optional Client Address Client address information. Required Client City Client address information. Required Client State Client address information. Required Client Postal Code Client address information. Required Client Division Division information typically applicable to large Clients. Optional Is there another Billing Address? This is a drop-down selection: Yes or No. If No is selected, it is assumed that the Client Billing address is the same as the Client address noted above. If Yes is selected here, then the billing address section must be filled in. Optional Billing Address Client billing address information. Optional Billing City Client billing address information. Optional Billing State Client billing address information. Optional Billing Postal Code Client billing address information. Optional Billing Methods These are checkbox selections to allow or restrict the billing methods that are available to specific clients on the order form. Optional

76 Field Name Description Optional? Bill COD Credit Card No Charge Other PayPal Pre-Pay Check Split Client Postal Service Information Credit Limit Product Fee Table Client Instructions This section allows you to save up to 3 postal service accounts, for hardcopy deliveries. Account information such as FedEx, USPS, UPS, or local couriers can be retained. This credit limit field is for AVM credits. A credit limit must be entered in this field, in order for Clients to run AVM s from the Client Module. Fee Tables can be applied to Client Profiles. If a Fee Table is selected for a Client, fees will automatically populate on the order form, when a product is selected. Information that is entered in this field will automatically populate the Notes/Special Instructions field on orders with this Client selected. Optional Optional Optional Optional Primary CSR A Staff User that is dedicated to this Client. Optional Sales Person Requires Approved Appraisers Allow Client Users to update Processors in Orders Allow Client Users to update the FHA Case # in Orders Sales Rep Reviewer This is a free-form text field, where information can be entered about the person the initiated the Client relationship. This is a drop-down selection for Yes or No. If Yes is selected, then only Vendors that are approved for this Client will appear in the Find Vendor selection on the order. This will also affect Auto-Assign. This is a drop-down selection for Yes or No. Typically, Clients are not able to update any data on an order, after they have submitted the appraisal request. With this setting configured to Yes, then Clients will be able to update the Processor selection on orders. This is a drop-down selection for Yes or No. Typically, Clients are not able to update any data on an order, after they have submitted the appraisal request. With this setting configured to Yes, then Clients will be able to update the FHA Case Number on orders. This setting allows you to select a Vendor who acts as a Sales Representative for this client. Typically, this includes a commission that is a flat fee, or a percentage. The commission can be configured on the Vendor Profile. This setting allows you to select a Vendor who will be responsible for reviewing all appraisal reports, prior to being delivered to the Client. By selecting this Reviewer on the Client Profile, the Reviewer will automatically be assigned to orders that are associated with this Client. Optional Optional Optional Optional Optional Optional

77 Field Name Description Optional? Delivery Address Default Office Use Auto-Assign Vendor in Client Module? Require Case # on Client Module Order Form? Remove Processor drop-down lists from Client Module order form? Use HTTPS for downloading files? Exclude from MARS? Always use FHA Appraisers in Auto- Assign? This is the destination address for files that are forwarded from the Files Available For Download page on the order. When using the Multi-Office option, you have the ability to configure Client orders to automatically be associated with a specific Office. This is one of several settings that must be configured to use etrac Auto- Assign. This is a drop-down selection for Yes or No. If this is set to Yes, Clients will be required to enter a Case Number on the order form. If the field is blank, they will be prompted to enter information in that field, prior to submitting the order. This is a drop-down selection for Yes or No. If this is set to Yes, then Clients will not be able to select a Processor for their orders. This is a drop-down selection for Yes or No. If this is set to Yes, then Clients will only receive secure links for downloading files. This is a drop-down selection for Yes or No. If this is set to Yes, then appraisal reports that are submitted by Vendors will be exempt from MARS failures at the time of upload. This is a drop-down selection for Yes or No. If this is set to Yes, then the auto-assign function will exclude any Vendors that are not FHA appraisers. Optional Optional Optional Optional Optional Optional Optional Optional

78 Selecting Client Type Select the appropriate Client Type using the drop-down menu. The Client Type designation is used to separate Clients into distinct groups, so that they are easier to manage. These groupings are also used for some business reports, such as Volume by Client Type. Client Type Accountants Appraisal Management Companies Banks Branches Brokers Commercial Correspondent Credit Unions Equity Lenders Government Agencies Immigration Inactive Clients Internet Clients Law Firms Clients Main Clients Miscellaneous Clients Mortgage Companies Description Clients that are Accountants, or Accounting firms. Clients that are an AMC, or Appraisal Management Company. Clients that are Banks, or associated with Banks. Clients that are Branches of your company, or Branches of other Clients. Clients that are Brokers, or associated with Brokers. Clients associated with commercial properties. Correspondent Clients - Correspondent is usually a term that refers to a company which originates and closes home loans in their own name, then instead of selling those loans in pools, they sell them individually to a larger lender, called a sponsor. The sponsor acts as the mortgage banker, re-selling the loan to Ginnie Mae, Fannie Mae, or Freddie Mac as part of a pool. Credit Union Clients - Credit Unions usually seem to operate as correspondents, although a large one could act as a portfolio lender or a mortgage banker. Clients that are Equity Lenders - entities who fund or arrange hard loans secured by equity in real estate. Hard lenders can be one private investor or group of investors that bend together to fund a loan secured by equity in real estate. Clients that are government agencies, such as the Veteran s Administration. Clients that are associated with Immigration affairs. Clients whom are no longer generating appraisal requests. Clients who typically order from your Web site. Law Firm clients. Clients who order frequently and make up a larger percentage of your work. Other clients that don't fit any category. Mortgage Company Clients - A company engaged in the business of originating and/or funding mortgages for residential or commercial property. A mortgage company is often just the originator of a mortgage; they market themselves to potential borrowers and seek funding from one of several client financial institutions that provide the capital for the mortgage itself. Mortgage Insurance Companies Mortgage Insurance Company Clients An insurance that protects a mortgage lender or title holder in the event that the borrower defaults on payments, dies, or is otherwise unable to meet the contractual obligations of the mortgage. Mortgage insurance can refer to private mortgage insurance (PMI), mortgage life

79 insurance, or mortgage title insurance. What these have in common is an obligation to make the lender or property holder whole in the event of specific cases of loss. Private mortgage insurance may be called "lender's mortgage insurance" (LMI) if the premium on a PMI policy is paid by the lender and not the borrower. This is typically done in exchange for a higher rate or fee structure on the mortgage itself. One-Time Clients Private Clients Clients who you don't expect orders from again. These clients are automatically removed from the list the next day. This category is provided so that one-time clients don't bloat your system. A private individual not associated with a company requiring an appraisal. Property Management Firms Prospects Real Estate Agencies Relocation Clients Retail Title Clients VA Lenders Wholesale Property Management Firm Clients - The administration of residential, commercial and/or industrial real estate. Property management typically involves the managing of property that is owned by another party or entity. The property manager acts on behalf of the owner to preserve the value of the property while generating income. Managed properties include residential and vacation properties, commercial retail space or industrial warehouse space. Property managers are typically paid a fee and/or a percentage of the rent brought in for the property while under management. Potential Clients. Clients that are Real Estate Agencies. Clients who relate to relocation properties. Clients that specialize in retail properties. Clients that specialize in property titles. VA Lender Clients - A mortgage made by a private bank to a qualifying veteran that is guaranteed by the U.S. Department of Veterans Affairs. In order to be eligible for a VA mortgage, the veteran cannot have been dishonorably discharged and must have served a certain number of years in one of the branches of the American military (the number varies by branch). During the credit crunch, obtaining a VA mortgage became the only way one could obtain a mortgage with no down payment. Clients that typically purchase wholesale properties.

80 Selecting a Parent Office This selection is optional. This allows the parent office to see all orders of any branch office that is associated with the parent office. Example: The manager Client Users of the Parent Office can see all orders for the Parent and Child Branches. After selecting the Client Type, you may select a Parent Office for the Client that you are creating. Click on the Select Parent Office link. You can only select a Parent Client that is the same Client Type as the client that you are creating. Client Security Level There are 2 security levels for Client Profiles. Low This is a security level which allows all of the Client Users to view all of the orders for that entire company in the system. Max This is a high security level that is used by companies that want to minimize order visibility to Client Users. A Client User would ONLY be able to see orders that they placed. Adding a client to etrac enables you to select those clients from the Client list on the order form. This is a required step, because you cannot process orders without selecting a client. There are a wide variety of settings that can be configured in the Client Profile. These include Fee Tables, order requirements, standardized Special Notes and Instructions, and many more.

81 Updating a Client Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, select Update Clients. Select the letter or number of the Client to edit. The list of matching Clients will be displayed. To view all of a client's information, click the client's name. To edit a Client, click on the Update link adjacent to the Client name.

82 Update the client information as necessary. To update the Client Profile, click the Save button. Finding a Client Click the Setup, and select Manage Clients. From the Manage Clients page, several options are available. You may click on any letter of the alphabet to display all Clients with names that begin with that letter. Using the number option, all Clients that have numbers at the beginning of the Client Name will be displayed.

83 View All Clients will display a full list of all Clients, in alphabetical order. To download the entire Client List, select the Download option from the Manage Clients Page. To search for a specific Client, click on the Find Client tab.

84 Enter any known information about the Client, and click on the Find button. A list of Clients that match the search criteria will be displayed.

85 Delete a Client Profile To delete a Client, click on the Delete link on the right side of the page. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Clients tab. The entire client list displays. Scroll down and locate the client to delete or select the update client tab on your left to locate the client alphabetically. Select the letter or number of the client you wish to edit. The list of matching clients is displayed, if available. Click the delete link adjacent to the Client name. The client's account information displays so that you can verify that this is the client you really want to delete.

86 Click the Delete button at the bottom of the delete Client page to finalize the deletion. The account information for the Client is displayed, so that you may verify that it is the Client that you intend to delete. Click the Delete button at the bottom of the delete Client page to finalize the deletion. The main Client page will then be displayed. After the Client is deleted, the Profile is no longer visible, and the Client will not be able to be assigned to orders.

87 Download the Client List To download the entire Client List, select the Download option from the Manage Clients Page. Internet Explorer will display a prompt for the file. Selecting the Open option will download the file, and display the data in Excel. If you choose this option, you will need to save the file to your computer for later use. Selecting the Save option download the file to the location that you have designated for downloads. The Save As option will prompt you to select a location for the file to be downloaded.

88 The file that is opened or downloaded with the Client list is in the.csv format (Comma Separated Value). This is a widely used format for importing/exporting a list (of addresses) data among varied systems. Since Microsoft Excel supports this format as a method of data storage, this is used widely. This information can be saved to your computer for record-keeping purposes.

89 Adding a Client User Client Users are typically individuals who are associated with Clients. These individuals are generally responsible for creating and managing orders for appraisal reports. A Client User Profile must be created for each individual who will be creating and managing orders. Client Users can receive notifications about order status changes, and will receive the appraisal report when using built-in file delivery options. Client Users are only able to view orders associated with the Client Profile with which they are associated. Once you establish an account, clients can be automatically notified by about changes in their order status during the appraisal process. To add a Client User: Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Clients tab. Click the Add Client Users tab, and the Add Client User page will be displayed. This page is a general page for adding Client Users. The Client Type and specific Client Profile must be selected to create a Client User Profile. To create a Client User from a Client Profile, please see the Adding a Client User from the Client Profile section. Fields that are marked with a red asterisk are required. If you select the Send account info to user option, then an e- mail will be sent to the Client User, with their login information, when you create their Profile. After all of the required information has been entered, click on the Add User Client User Profile. button, to create the new

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91 Adding a Client User from the Client Profile To add a Client User from a specific Client Profile, first navigate to the desired Profile. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Clients tab. Click on the letter that corresponds with the first letter of the Client Name. The Find Clients option may also be used. Adjacent to the desired Client Name, select Client Users. The Client User List for the Client appears on the screen. To add a Client User, click on the Add Client User button. The Add Client User page will appear. The Client Type and Client Name fields will be automatically populated. The remainder of the Client User Profile can be completed, as instructed in the Adding a Client User section. Fields that are marked with a red asterisk are required. After all of the required information has been entered, click on the Add User button, to create the new Client User Profile.

92 Definitions for the Client User Profile Fields Field Name Description Optional? Which Client Type is the Client under? What Client does the user work for? The Client Type designation is used to separate Clients into distinct groups, so that they are easier to manage. These groupings are also used for some business reports, such as Volume by Client Type. Select the name of the Client that this Client User will be associated with, from the drop-down menu. Required Required First Name The First Name of the Client User. Required Last Name The Last Name of the Client User. Required Title A description of their role within the Client organization. Optional User Name Credential required to log in to the Client Module for your etrac system. Required Password Credential required to log in to the Client Module for your etrac system. Required Address The address entered in this field, will be used for all order status notification correspondences. Required Phone Contact information for the Client User. Optional Cell Phone Contact information for the Client User. Optional Fax Contact information for the Client User. Optional Company Name Contact information for the Client User. Optional Notes Access Level Notes about this Client User are for informational purposes only. Data that is entered into this field is only viewable to Staff Users. There are three levels of Client User access. Select Manager if this user should have access to view orders for all users. View Only Standard User Manager Optional By default, Standard User is selected. By default, user can only view order details. They cannot add orders or payables, nor can they view files that have been uploaded. Standard Users can view only the orders that they placed within etrac. These users can also view any orders for which they are associated with. For instance, if this user has been selected as a Processor on an order, they will be able to view this order in their queue, in addition to the orders A Manager can view all orders entered by everyone in their company. This level also allows the user to view financial reports about their company, such as Accounts Payable information. Clients are only able to view orders for their

93 Field Name Description Optional? that they created. company. Client Users must be created, to allow the client to access the etrac system. Once established, client users can be automatically notified by about changes in their order status. Allow user to see their Payables Allow user to Add/Delete users Allow user to Add Orders This applies only to Standard and View Only Users, as Managers can see all Payables information. By allowing Client Users to see Payables, they will gain access to two reports in the Reports tab, in the Client Module: Payables Open and Payables Closed. Payables Open is a report that shows all orders that the Client User s company has not yet paid for. The Payables Closed report shows all orders that the Client User s company has paid for. This option applies only to Manager Client Users. Managers can create additional Client Users from within the Client Module. By default, these users have the Standard Access Level. Only Staff Users can adjust the Access Level for Client Users. With this option, Managers can also delete Client Users that are associated with their company. This option will allow Client Users to create new requests for Appraisal Reports. Optional Default = No Optional Default = No Optional Allow user to select bids This option will allow Client Users to create selecting Vendor bids when using the Commercial Bidding Process. Default = Yes Optional Allow user to close bids This option will allow Client Users to close Vendor bids. Default = No Optional Grant upload access from CalyxPoint? This option allows Client Users to import order data from a CalyxPoint order. Default = No Optional Send uploaded files as attachments rather than When set to Yes, this option will attach deliverable files to s, instead of a download link. Note: Attachments are limited in size to the lesser of 8 MB or Default = Yes Optional

94 Field Name Description Optional? download links? the size allowed by the receiving mail server. Default = No Allow user to submit files to the UCDP? Notifications When set to Yes, this option will allow the Client User to submit files from the Files Available For Download page, to the UCDP. They will also be able to update UCDP Client Credentials. This allows you to choose which order statuses to send notifications about. All standard system statuses, as well as any custom statuses, can be selected. Optional Default = No Required At least one status must be selected.

95 Managing Client Users by Last Name Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Clients tab. Click the Manage Client Users A-Z tab. Select the first letter of the client user s last name to view and edit all client users who begin with that letter. Delete Client Users Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Clients tab. Click the Manage Client Users tab. This opens the Client User List page. Locate the Client User that you want to modify and click the corresponding Delete link. The client is immediately removed from the system. Note: Users will stay visible on the order details screen, not in the update mode or after an order has been updated after deletion. Find a Client User Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Clients tab. Click the Find Client Users tab. Enter any known information about the client and select find to view a client user list who match the entered search information. Note: It is best to search by either the First or Last Name, not both. Update a Client User s Notification Preferences Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Clients tab. Click the Update All Client User Notifications. Select the client user/users that you are updating. (To select multiple users, hold CTRL + Click the user name) Check or uncheck the needed/unneeded notifications.

96 Create Client Fee Table Adding Client Fee Tables to the system enables you to select a Client on the order form, and automatically display their fee for specific products. This is an optional step because you can manually enter the fees in the order form. It is recommended that you add all of your products before adding Fee Tables, so that you can easily establish a fee for each Product. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, select Manage Clients. Click on the Manage Fee Tables tab. The Product Fee Table List page displays. Click on the Add Fee Table link to add a fee table. The Add Fee Table form will be displayed. Type the name of the fee table in the Fee Table Name field. This name should be unique, such as Standard Fee Table or Big Bank Fee Table. Descriptive nomenclature will help to identify whether the fee table will be used for a specific Client or for general use. All Products that have been added to the system will be displayed. Enter the fees for each Product. Click the Save button to create the Fee Table.

97 Modifying Client Fee Tables Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Clients tab. Click the Manage Fee Tables tab. The Product Fee Table List page displays. To modify a Fee Table, click Edit to the adjacent to the Fee Table. The Edit Fee Table page displays. To modify a Fee Table name, type the desired name in the Fee Table Name field. This name should be unique, such as Standard Fee Table or Big Bank Fee Table. Descriptive nomenclature will help to identify whether the fee table will be used for a specific Client or for general use. All Products that have been added to the system will be displayed. All available products display with the fees you previously entered. Type the new Fees for each Product you need to change. Click the Save button to update the Fee Table. Delete Client Fee Tables Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Clients tab. Click the Manage Fee Tables tab. The Product Fee Table List page displays. To delete a Fee Table, click Delete to the right of the Fee Table you wish to delete. The warning dialog box appears, click OK to confirm deletion.

98 Managing Vendors and Vendor Fee Tables Adding a Vendor Adding Vendors to the system enables you to select assign Vendors from the Vendor list on your order form. This is a required step, as orders cannot be processed without Vendor assignment The following procedure is for adding vendors for order processing only. If you want to allow vendors to login to your system, you must add them to the system after adding them here. If the vendor is already part of the system, you can edit their account, if necessary. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Add Vendor tab. The Vendor Profile page will be displayed. Complete the vendor information on this page. All fields marked with a red asterisk are required fields.

99 Automated vendor fee calculation can be calculated by two methods: Based on percentage of Client fee Flat fee based on the Product. Enter a percentage or select a fee table for each selection (Vendor, Supervisor and Reviewer) but not both. Fees are immediately calculated when a Vendor, Reviewer, or Supervisor are selected on the Order form. Percentages must be entered in decimal format. Example: To specify a 45 percent fee split, type:.45 To specify a 100 percent fee split, type: 1 To associate a fee table for a Vendor, Supervisor, or Reviewer, select the dropdown for the corresponding type. You can track vendor license numbers, states, and expirations for record keeping purposes by using the licenses and expiration fields. Software Type identifies the type of forms software the vendor uses. It also allows the Vendor to download order data directly into their appraisal forms if they use a supported forms product.

100 The Notes field retains private information concerning the Vendor internally. The Vendor Enhanced Coverage Area option will be available after the Vendor Profile has been created. This tool allows you to enter Counties or specific Postal Codes that the Vendor services, so that you can assign orders to Vendors based on proximity to the Subject Address. When you are finished, click the Save button to create the Vendor Profile.

101 Enhanced Coverage Area On the Vendor Profile page, scroll down to the bottom of the profile and click the Click here for Enhanced Coverage Area. Add Single Zip Codes Single Zip Codes may be entered, for specific target areas. Click the Add button to add each Zip Code. Add Single Counties To add Coverage Areas by County, first select the State, and then select individual Counties from the County drop-down menu. Click the Add All button to add each County. Add State and All Associated Counties You may add all Counties in a State, by selecting the State, and clicking the Add All button.

102 As areas are added to the Vendor Profile for Enhanced Coverage Area, the locations will appear in the Zip Codes currently covered section. The areas are listed by Zip Code. City, State, and County are also listed for informational purposes. You may use the checkboxes under the Primary Area, Active, and Delete columns to select multiple zip codes that you would like to update. When selections are completed, click the Update Checked Rows button to save changes. You may also use the Delete link to the right of each zip code to remove the zip codes individually. You may use the Delete All Zip Codes button to completely remove all coverage areas and start over. Note that there is no Save option at the bottom of the Coverage Area screen. This is because all changes made in the Coverage Area screen are automatically saved as the page refreshes. When coverage area selection is complete, you may close the window.

103 Updating a Vendor Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Update Vendor tab. The Update Vendor page displays, listing all Vendors. From the list of Vendors, identify the account to be modified, and select the adjacent Edit link. The Update Vendor page opens, and the Vendor Profile will be displayed. Make the desired changes to the information on the Vendor Profile page. Click the Save button at the bottom of the page.

104 Delete a Vendor If you no longer wish to assign orders to a specific Vendor, the Vendor can be permanently deleted from the system. When a Vendor is deleted, they will no longer be available for selection in the Vendor list when assigning orders. Note: If a Vendor has been given access to login to etrac and you wish to discontinue this, then you must also remove their Vendor User Profile. From the Setup menu, click the Manage Vendors tab. Click the Delete Vendor tab. The delete Vendor page displays, listing all vendors. Locate the Vendor to be deleted and then click the corresponding Delete link.

105 The Delete Vendor page will appear. Click on the Delete Vendor button to confirm the Vendor deletion. When the Vendor is deleted, the Vendor will no longer be available for order assignments; however all past orders will remain intact. After clicking the Delete Vendor button, the Delete Vendor page will load again.

106 Find a Vendor This option enables those with a large number of vendors in their system to quickly search for and find vendors. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Search by Name tab. Type the name of the vendor you are searching for in the Enter Vendor Name field. Click the Search by Name tab. The system scans your entire Vendor database for the text entered in the search field. All matching results will be displayed in the Vendor List page. To view all of the account information for a Vendor, click the Details link.

107 Find a Vendor by Zip Code Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Clients tab. Click the Search by Zip Code tab. Enter a zip code to find a vendor who works in this area. Find a Vendor by Super Search Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Clients tab. Click the Super Search tab. Enter any information about the vendor in its designated field and click Search. Add a Vendor User You use this option to provide access to the system for vendor users so that they can view, update their statuses and uploaded completed appraisal reports. Vendor users are able to view ONLY their orders. Before vendor users are given access to the system, they must first be added to etrac for order processing. This adds their name and address to the etrac database. If you have not already completed this step, do so now before performing the next procedure. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Add Vendor Users tab. This opens the Add Vendor User page. From the Vendor Name drop-down list, select the Vendor you would like to grant access to the system.

108 Click the Next button. The Add Vendor User page displays so that you can enter this user's account information. Assign the vendor a User Name and Password that they can use to access the system. In the Address field, type the user's address. Check the Notify User box if you would like to the vendor their account information once they have been added to the system.

109 From the Status Mode, assign one of the following status levels to the user: Standard Mode This mode allows vendors to update the status of an order, which will automatically notify the client, based on the Client User configuration. These status changes do NOT need to be approved by a Staff User. Review Mode This mode requires Staff Users to use the View Pending Updates button, from the Main tab, to accept an order status update. You can use this option to provide access to the system for vendor users, so that they can view and update their order statuses, upload completed files, and update their vendor information. Vendor Users are only able to view orders that have been assigned to them. Click the Add User automatically sent. button. The confirmation page displays and an (like the one shown below) is

110 Managing Vendor Users This procedure allows you to modify the User Name, Password and address of any vendors that were previously added to etrac for system access. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Manage Vendor Users tab. This opens the Manage Appraisal Users page, which lists all of the current appraisal users. To modify a Vendor User account, locate their name on the list and click the adjacent Edit Vendor User page. link. This opens the Edit Make the necessary changes to the user's account and then click the Update User button. The Manage Vendor Users page refreshes, showing the complete list of vendor users, including any updates you made.

111 Delete a Vendor User This option enables you to delete vendors that were previously added to etrac for system access. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Manage Vendor Users tab. This opens the Manage Vendor Users page, which lists all of the current vendor users. To delete a user's account, locate their name on the list and Click the corresponding Delete link. This opens the delete Vendor User page, where you must verify that this is the account you want to delete. Click the Delete User button to delete the user. Find a Vendor User Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the Find Vendor Users tab. Enter any known information about the vendor and select find to view a vendor user list who match the entered search information. Update a Vendor User s Status Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the Update All Vendor Users Status. Select the vendor user/users that you are updating. (To select multiple users, hold CTRL + Click the user name) Select either a standard or review status mode. This will determine if the vendor user will need their updates approved before they are added to an order. View Vendor s License Expirations Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the License Expiration tab. This page will display all the Vendors who have licenses that are expiring in the next 7 days. Please note you can print this page for your records.

112 View Vendor s E&O Expirations Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the E&O Expiration tab. This page will display all the Vendors who have E&O s that are expiring in the next 30 days. Please note you can print this page for your records. View Vendor s without Enhanced Coverage Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the No Coverage tab. This page will display all the Vendors who have not configured their Enhanced Coverage. View Vendor s without Documents Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the No Documents tab. This page will display all the Vendors without uploaded documents. View Vendor Uploaded Documents Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the Approve Documents tab. This page displays vendors with uploaded documents who are in pending status. View Vendors without a W-9 Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. Click the No W-9 tab. This page displays vendors that have not uploaded a W-9.

113 Downloading Vendor Data etrac allows you to easily download your vendor database data in comma delimited format (CSV) for backup or mailing purposes. If Microsoft Excel is installed on your computer, it automatically opens your downloaded file. Click the Setup tab. The setup menu displays along the left edge of the page. Click the Manage Vendors tab. The Manage Vendors menu displays along the left edge of the page. Click Update Vendor. Click the title Update Vendor to download the vendor database. When the File Download dialog box appears you can click either open or save. This is how the data will appear in Microsoft Excel you may have to format your columns.

114 Add a Vendor Fee Table Adding Vendor Fee Tables enables you to select a vendor from the Vendor list on the order form and have their fee populated automatically for a specific product. This is an optional step because you can manually enter the fees in the order form. It is recommended that you add all your products before adding fee tables so that you can easily establish a fee for each product. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Vendor Fee Tables tab. The Vendor Fee Tables List page displays. To add a fee table, click Add Fee Table. The Add Fee Table form displays. Type the name of the fee table in the Fee Table Name field. This should be a unique name, such as Standard Fees or Joe Vendor Fees to identify whether the fee table will be used for a specific vendor or for general use. If you check off this is a Global Fee Table, this fee table will be available for all Vendors.

115 All Products that you have created will be available on the Fee Table page. You may enter all Vendor-specific fees for each Product. Click the Save button to create the Fee Table. Modifying a Vendor Fee Table Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Vendor Fee Tables tab. The Vendor Fee Tables List page displays. To modify a fee table, click the edit link to the right of the Fee Table you want to edit. The Edit fee table form displays. To modify the Fee table name, change the text in the Fee Table Name field accordingly. This should be a unique name, such as Standard Fees or Joe Vendor Fees to identify whether the fee table will be used for a specific vendor or for general use. All available products display with the fees you previously entered. Type the new fees for each product you wish to change. Click the Save button to update the Fee Table. Deleting a Vendor Fee Table Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Vendors tab. Click the Vendor Fee Tables tab. The Vendor Fee Tables List page displays. To delete a fee table, click the Delete link to the right of the Fee Table to delete. A warning dialog box displays to confirm the deletion. Click OK to finalize the deletion of the Fee Table.

116 Managing Appraisal Products Add an Appraisal Product You must add Products to etrac, before you can add any orders. Products represent the services that you offer. These can be 1004 forms, 1075 forms, or Trip Fees, etc. We recommend that you create all products, before adding client and vendor fee tables. Use the following procedure to add other appraisal services to the system. New etrac clients have to add products to the system before they can add any orders and we recommend adding all products before adding client and vendor fee tables. Use the following procedure to add other appraisal products to the system. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Products tab. Click the Add Product tab. This opens the Add Product page. Enter the product information in the fields provided. These fields are described below:

117 Field Name Product Name Field Description This field specifies the name that displays in the list on order forms. Product Friendly Name Drop Down List Order Default Turnaround Time Product Category Product Visible on Network etrac Web Form Bid Surcharge Amount Vendor Acceptance Timeout Exclude from MARS Requires UAD? Is FHA? This field specifies the name that displays in the client's order form when they order an appraisal. We recommend that you skip numbers in the sort orders for any new form or amendment that may need to be next to an existing product. This is the amount of days on average it takes your company to complete an order of this product. Select the category that this product best fits. If you have the "Would you like to allow Lenders and AMCs to send you orders?" system setting set to Yes, those products are visible when a lender or AMC that also uses oasis wants to send you an order. Select the web forms report type that is associated with this product type. (I. E. Fannie Mae Form 1004). The bid surcharge amount is added to the client's fee (report type fee) on the order form once the bid is selected. This is the amount of hours before an order with this product is marked as a timeout if it is not accepted by an appraiser. Select if you would like this product to be excluded from the Mars automated review process. Determines if UAD Compliance is required. Determines if FHA is required. When finished entering the product information, click the Save tab. The Product List page displays, showing the current list of available products.

118 Manage Products Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Products tab. Click the Manage Products tab again. This opens the Product List page, which displays a complete list of products.

119 To modify a product, locate it in the list and click its Edit Link. The Update Product page opens, showing all the information about that particular product. Make the necessary changes and then click the Update Product button to save the changes. The Product List page appears again, showing the revised product information.

120 Delete an Appraisal Product Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Manage Products tab. Click the Manage Products tab again. This opens the Product List page, which displays a complete list of products. Locate the product that you want to delete and click its Delete link. The delete Product page opens, showing the details for that product. Click the Delete button to permanently delete this product from the system. Add a Custom Status This add-on provides the ability to add additional statuses to the drop-down menu on the order level. All statuses created, can be searched and reported on from etrac Report Builder. Click the Setup tab. The setup menu displays along the left edge of the page. Click the Custom Status tab. Enter the name of the new Status in the New Status Name field. Click the Add button, to create the new Status. The new Status will be immediately available on the order form, Super Search, and in reporting functions.

121 Create a Common Response List Adding a Common Response to the system 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. This feature was designed to help simplify your office workflow. These Common Responses can be utilized when communicating with Clients, Vendors, and Staff, as well as within the order. NOTE: Common Responses can be made available to your Vendors, for use within the Vendor Module. Adding Common Responses to the system allows you to select a Common Response from the list on the order forms and automatically have the Common Response populate in certain text fields and functions. This is an optional step because you can also manually enter notes on the order form. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Common Responses tab. The Common Responses List page displays. To add a Common Response, click Add Common Responses. displays. The Common Responses form Type the name of the Common Responses in the Common Responses Name field. This should be a unique name to identify the Common Responses, such as Big Bank Special Instructions. Type the Common Response Text to insert into the field when this Common Response is selected. When you are done, click the Add Common Response button.

122 Modify a Common Response Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Common Responses tab. The Common Responses List page displays. To modify Common Responses click Edit Response form displays. adjacent to the Common Response you wish to edit. The Edit Common To modify the Common Response name enter the change in the Common Response name field. This should be a unique name to identify the Common Response such as Big Bank Special Instructions. To modify the Common Response Text enter the Common Response Text, which you would like inserted into the field when this Common Response is selected. Click Update Common Response when done. Delete a Common Response Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Common Responses tab. The Common Responses List page displays. To delete a Common Response, click the Delete link adjacent to the Common Response. Click OK to confirm the deletion.

123 Company Profile Company information includes the company's contact information (name, address, phone, fax, etc.) as well as billing information for the company. This information is used on the invoice and order form. Perform the following steps to modify company information: Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click Company Profile. The Company Profile page displays. Make any changes by editing the information in each field, as necessary. The general contact information fields are at the top of this page. You may need to scroll down to view the Billing Info fields. When you are finished editing, scroll to the bottom of the page and Click the Update tab.

124 Update Company Profile Company information includes the company's contact information (name, address, phone, fax, etc.) as well as billing information for the company. This information is used on the invoice and order form. This also is where you can link up your credit card merchant account information for credit card processing within the etrac system. You will see at the very bottom of the screen where you can enter your UCDP information to submit directly to the portal. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click Company Profile. The Company Profile page displays. Make any changes by editing the information in each field, as necessary. The general contact information fields are at the top of this page. You may need to scroll down to view the Billing Info fields, etc. When you are finished editing, scroll to the bottom of the page and Click the Update button.

125 Updating System Settings You can change system settings from the System Setting control page. These comprehensive settings affect Order Forms, Invoices, Vendor Payments, Notifications, External Users, Security and much more. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the System Settings tab. The System Configuration page displays. Make any changes by editing the information in each field, as necessary. Scroll down to display all of the fields on this page.

126 Configure Invoice Options Mark order completed when billed Select Yes if you want to automatically change the status of an order to "Completed" when you bill the order. This ensures that all status reports are accurate. Default Extra Fee Label This field carries forward to the invoice and should describe any additional fees for the order. Default Term Enter the default term in days that you expect your invoices paid by your clients. This number will be added to your invoice date. Assuming today is January 1, 2001 and you set the default term to 30. The date due will be January 31, 2002 on your invoice. Invoice Message The Invoice Message field is displayed at the bottom of the invoice. Multiple Offices? Select 'Yes' or 'No' to indicate whether the Multiple Offices support should be activated. This enables reporting and invoicing by Multiple Offices. Configure Offices This will only be displayed if the Multiple Offices feature is activated. Configure Offices allows for adding and modifying additional offices to the system. Configure Vendor Payment Pay vendor when Auto update vendor fee when billed Indicates whether vendors should be paid when you bill the client during a specific period of time or after the client has paid the office. Select 'Yes' or 'No' to indicate whether an vendor's fee should be automatically recalculated when they are billed. Note: This should only be done if all vendors are paid on a percentage basis. Configure Notification Options Special Request When clients login and use the file inquires function, an message will be sent to the address entered here. Include instant download Link with notifications Select 'Yes' if you want etrac to automatically include a link in the client notification that allows them to download their appraisal without logging into etrac (after you upload the PDF file).

127 Configure External Users Options Activate Client Order Notification Client Order Notification Address Activate Vendor Status Notification Status Notification E- mail Address Allow clients to view Office Notes Select 'Yes' if you want to be notified by whenever a client places an order. If you have activated Client Order Notification, enter the address that will be used for this notification. Select 'Yes' if you want to be notified by whenever an vendor updates his or her status. If you activated Vendor Status Notification, enter the address that will be used for this. Office Notes are internal notes normally used to log interactions with clients in the system, for record-keeping purposes. Select 'Yes' to activate this feature. Allow clients to view Vendor Name Allow clients to view Appraised Value Allow clients to view Estimated delivery Allow clients to view E- mail Log Select 'Yes' if you want your clients to know what vendor is assigned to their order. Select 'Yes' to allow your clients to see the appraised value. Select 'Yes' to allow your clients to see the estimated delivery date of their order. Select 'Yes' to allow your clients to view the Log. The Log tracks all messages (including vendor and office correspondence) about a particular order sent through etrac. Allow clients to vendors Allow new clients to register online Allow vendors to mark orders completed Select 'Yes' to allow your clients to the vendor directly from etrac. Allow new clients to register online from the client logon page. Select 'Yes' if you want to allow vendors to designate an order as "Completed;" otherwise, they can select "Review" to update their status. Allow vendors to update appraised value Allow vendors to clients Select 'Yes' to allow vendors to revise an appraised value on the order. Select 'Yes' to allow vendors to the client directly from etrac. Configure Interfaces Options Activate alternate forms product integration Select forms software type Allow etrac created products to be associated with alternate forms of vendor's products. Select the type of forms software in use at the office. This allows office staff to download order information directly into appraisal forms. ETrac supports ACI and other XML supported forms products (ask your sales representative for currently supported forms packages). Click on the Update Settings button to save configuration changes.

128 Using the Setup Wizard Our Setup Wizard walks new etrac clients through a basic setup guide to help you configure your system how you need! Perform the following to access the Wizard: Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click Setup Wizard. The Setup Wizard will display in a new window. Once you complete the sixteen steps close the page. Welcome to the etrac Setup Wizard. Each step consists of one or more steps that will appear to the right. Our Setup Wizard is a requirement for new etrac clients to help them walk through setting up their etrac platform as they need. Complete as much information on each screen as is necessary, clicking the pertinent tabs, such as Save, Update, etc that will appear in each step, then click the Next tab below to move to the next step.

129 Configure the Look and Feel of etrac This wizard enables you to change the look of etrac to provide a more personal look and feel for your office staff, vendors, and clients. Click the Setup tab at the top of the page. The Setup menu displays along the left edge of the page. From the Setup menu, click the Setup Style tab. Page one of the Website Style Configuration wizard is displayed. You can perform any of the following options: You can select one of the pre-configured templates. To select a template, click the option tab for the template you wish to use and click the Next tab. If you do not wish to use one of the pre-configured templates, select Don't Use Template. You can choose one solid color for the top menu bar and another solid color for the left menu bar. You select these colors using a color chart on the next page. Request the etrac template and have your Web master design a custom etrac template to match your site exactly. This requires knowledge of Photoshop and graphic design. The Website Style Configuration allows you to change tab colors and add your company name or logo to the upper left hand corner of the page. The next page enables you to upload your logo or type your company name if you do not have a logo available. Changes do not take place until you click Save on the next page and refresh your browser.

130 Advanced Tools ETrac provides other features that help simplify some of your daily processes. Voiding an Invoice Use the following procedure if you need to remove an invoice from the system. Click the Tools tab at the top of the page. The tools menu displays along the left edge of the page. From the Tools menu, click the Maintenance tab. This changes the tabs in the menu. Click the Void Invoice tab. The Void Invoice page displays. In the File Number field, enter the File Number associated with the invoice that you want to void and then click the Void Invoice button. A summary of the file displays so you can verify that it is the right one. To void the order, click the File Number link. A message verifies that the invoice has been successfully voided.

131 Voiding a Payment Use the following procedure if you need to remove a payment made to a vendor from the system. Click the Tools tab at the top of the page. The tools menu displays along the left edge of the page. From the Tools menu, click the Maintenance tab. Notice that this changes the tabs in the menu. Click the Void Payments tab. The Void Payments page opens. In the File Number field, enter the file number associated with the payment that you want to void and click the Void Payment tab. A summary of the file displays so you can verify that it is the right one. To void the order, click the File Number link. A message verifies that the vendor payment has been successfully voided.

132 Deleting a Check Use the following procedure to delete a check from the system. You must know the check number. Click the Tools tab at the top of the page. The tools menu displays along the left edge of the page. From the Tools menu, click the Maintenance tab. This changes the tabs in the menu Click the Delete Check tab. The Delete Check page opens. In the Enter Check # field, enter the number of the check that you want to remove and click the Search tab. The Delete Check page displays so you can review the order associated with this check and verify that it is the right one. To delete the check, click the File Number link. Click OK to confirm deletion of the check. A message verifies that the check has been successfully voided.

133 Deleting Orders Use the following procedure to permanently remove an order from the system. Orders deleted do not incur a fee, but they will not be recoverable. Click the Tools tab at the top of the page. The Main menu displays along the left edge of the page. From the Main menu, click the Maintenance tab. When the menu changes, click the Delete Order tab. The Delete Order page displays. In the File Number field, enter the number of the file that you want to delete and then click the Search tab. When the file displays click the File Number link scroll down to the bottom of the order and confirm deletion by clicking the Delete Order button. A confirmation message will appear.

134 Downloading Order Data etrac allows you to easily download your order data in comma delimited format (CSV) for backup or custom reporting. You are able to quickly download your data for any time period (including status history if desired). If Microsoft Excel is installed on your computer, it will automatically open your downloaded file. Click the Tools tab. The Tools menu displays along the left edge of the page. Click the Download Orders tab and select the date range of the orders you would like to download. Click the Download tab and select Save or Open. This is how the data will appear in Microsoft Excel you may have to format your columns. NOTE: If the pound symbol displays it means that your column in excel isn t wide enough to show the full number value.

135 Statements This feature allows you to single client statements to the desired client for all outstanding balances. Click the Tools tab. The Tools menu displays along the left edge of the page. Click the Statements tab and select a date range. Click Get Clients. A list of all Clients with outstanding balances for orders within that date range. You can use Reverse Selection to select or deselect the list of clients shown. Once you have the desired clients checked out click the Send Statements to Selected Clients button. They will receive these statements via . If you would like to view the statements prior to sending, click on the Print Statements for Selected Clients button.

136 Orders Due This feature allows you to the orders due today, or past due to all your vendors. WARNING: It will not prompt you to select the vendors. As soon as you click this option the s will be sent. Click the Tools tab. The Tools menu displays along the left edge of the page. Click the Orders Due tab to send a notification to vendors of their orders due today. You should get a message saying successfully sent to joevendor@mycompany.com, etc. Suggestions This feature allows you to submit your suggestions efficiently. Click the Tools tab. The Tools menu displays along the left edge of the page. Click the Suggestions tab to send a suggestion directly to our development staff. Select the relevant category for your suggestion. Type your suggestion in the designated suggestion box. Click Add Suggestion.

137 Excel Order Import This feature allows you to import orders that you may have had previously to purchasing the etrac Software. Click Download Template so that you can start entering your order data into the specified fields. NOTE: There are three tabs at the bottom of this screen Order Import Template, Lookup Tables and Field Descriptions. Lookup Tables and Field Descriptions are to help you match up your existing fields with our etrac fields to ensure a successful import. Once you have completed inputting the order data, save the file and click Browse to locate the saved file. (NOTE: The Order Import Template is the only worksheet that should be saved and uploaded as a.csv file.) Double click on the file once it is located. Click Upload.

138 Vendor/Client Import This feature allows you to import vendors and clients that you may have had previously to purchasing the etrac Software. Click Download Template so that you can start entering your vendor and client data into the specified fields. NOTE: There are five tabs at the bottom of this screen Client Import, Vendor Import, Client User Import, Data Dictionary, and Lists. Data Dictionary and Lists are to help you match up your existing fields with our etrac fields. Once you have completed inputting the vendor and client data, save the file and click Browse to locate the saved file. (NOTE: The Client Import, Vendor Import, and Client User Import are the only worksheets that should be saved and uploaded as a.csv file. They should all be saved separately.) Double click on the file once it is located. Click Upload Clients, Upload Vendors, or Upload Client Users depending on which template you want to upload at that time.

139 Network Search This feature allows you to search for other etrac AMC companies that cover specific zip codes, states or counties. Click the Tools tab. The tools menu displays along the left edge of the page. Click the Network Search tab. Type in a zip code or Select a State and County and click Find. After the results populate you then have the option to export the results to excel by clicking Export to Excel. You will be prompted to Open or Save you can choose either or. Once you open or save the file it should open in the following format.

140 ETrac Report Builder For more information on this tool, please review our etrac Report Builder Manual. Global Communicator For more information on this tool, please review our Global Communicator Manual. Configure Header/Footer This option allows you to configure a header and/or footer for all outgoing messages. Click the Tools tab. The tools menu displays along the left edge of the page. Click the Configure Header/Footer tab. Enter the Header and/or Footer. Click Save. Company Holiday This option allows you to create Company Holidays so they are not including in turn times for vendors and products.

141 The Commercial Bidding Process Sending Bid Requests to Vendors Begin by going to the Unassigned Orders tab on the Main menu. Click Assign for a Commercial order. Scroll down to the Vendor Info section Select View Bids. Based on the zip code in the order, a list of vendors that are applicable will be listed in the new window. You can limit this list by product types performed and expand by ignoring the approved appraisers list.

142 Select each vendor and click Add to include them in the bid selection process. Once completed, select any of the preview bid buttons to enter additional information for the Bid Request. Upon completion, select Send Bid to All Vendors. This will result in the bids being sent to all the vendors that were selected in their preferred manner of communication (fax or ). The vendors will be able to respond to the bid and enter their fee, turnaround time, and additional comments. The system will automatically notify upon bid response.

143 Bids can also be monitored by selecting view queues from the main menu and choosing Out for Bid Queue. Note: Out for bid refers to a request for a proposal that is awaiting a Vendor response. Bid Selected refers to a request that a vendor has responded to.

144 Manually Entering Bid Responses from vendor On occasion it may not be possible for vendors to respond via . This feature allows Vendors to call in their Bid and Staff Users can manually log it. Navigate to the File for which the Vendor called about. Scroll down to the Vendor Info section Select View Bids. Click on the Enter Response button, and fill in Fee, Turnaround Time and Comments, if applicable.

145 Working with Engagement Letters Typically, etrac handles the original engagement letter development and deployment. On occasion, it may be necessary to make minor modifications. As such, we provide a utility to do so. By entering a bid and selecting a specific vendor, the system will display the engagement document processor. This processor enables the insertion of multiple engagement templates. Engagement templates are simply.htm documents that are mail merged with order data to streamline the delivery of the engagement letter via or fax. To edit or upload a new engagement letter, select the insert template icon. (Last icon on the right top row) You can create templates in Microsoft Word by saving them in.html format. The template uses placeholders in order to simplify the process and enter the necessary information, for a list of placeholders when creating your template click List of Placeholders.

146 Select the file you wish to upload and then click Insert. Once you have inserted your template, click Replace Placeholders in Template and all the remaining information will be filled in. Note: For additional information, please refer to our Commercial Bidding Manual.

147 Received Bids Use this procedure to track or add received ids. 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 Received Bids tab. As you will see in the image below the top portion will show you bids that have already been entered and the bottom portion will allow you to add another bid. From here you can edit or delete a bid and you also have the option to convert the bid into an order. Click Save to add the bid. My Messages This will allow you to view any messages sent to you from another staff user or from an vendor user. Click the Main tab at the top of the page. The Main menu displays along the left edge of the page Click the My Messages tab to view your messages. The system will automatically bring you to the unread messages. You have the option to choose any of the following: To view your full message, click the subject link. (ex: File )

148 Delivery System Creating a PDF Version of a Form Forms are best distributed as PDF files because the PDF format can be read using a Web browser or using the free Acrobat Reader. To create a PDF version of a document, you must have the Adobe Acrobat Distiller application installed. Once installed, the Acrobat Distiller appears as an available printer when you select the File > Print command. If this option is not available, check with your forms software vendor for instructions on how to create a PDF file. Open the form that you want to convert to a PDF file. This is easily done using the appropriate button(s) on the main menu. With the form displayed, click the File menu in your browser s menu bar and select the Print command. In the Print dialog box, select Acrobat Distiller as the printer. Click the Print button. After a short while, the Save PDF File As dialog box displays so you specify a name and destination for the PDF file. Select a destination for the new file and give it a descriptive name in the File Name field. Click the Save button. NOTE: Depending on your software settings, the PDF file may automatically open once it is created. If not, you will need to browse to the folder where you saved the file, to view it.

149 Uploading a File to an Order Use the following procedure to upload one or more files. Keep in mind that most clients can only view PDF documents but etrac supports most file formats. To upload a file and send it to the client you will need to be in the Order Details page. You can typically do this by clicking on the file number link as shown below. Once you click on File Number link it will open the Order Details page. You will have to scroll down to the bottom of the page to upload an order. To upload a file to this order click the Browse button which should open up a new window which will allow you to locate and choose which file you would like to upload.

150 Once you selected the file you can either double click on the file or click the file once and then click Open. Select the corresponding File Type Description fromt the drop-down menu. Now that you have selected the file you want to upload, click on the Upload File(s) button. If the file was uploaded successfully you will see the File Available for Download page.

151 Uploading and Sending a File to a Client To upload a file and send it to the client you will need to be in the Order Details page. You can typically do this by clicking on the file number link as shown below. Once you click on File Number link it will open the Order Details page. You will have to scroll down to the bottom of the page to upload an order. To upload a file to this order click the Browse button which should open up a new window which will allow you to locate and choose which file you would like to upload. Once you have selected the file you can either double click on the file or click the file once and then click Open.

152 Select the corresponding File Type Description fromt the drop-down menu. Now that you have selected the file you want to upload, click on the Upload File(s) button. If the file was uploaded successfully you will see the File Available for Download page. You can upload a file and send it to the Client at the same time by checking off Send to Client and clicking Upload File. NOTE: You must have a client user selected on the order so the uploaded file can be received via . If the file was uploaded and sent to the client successfully you will see the File Available for Download page.

153 Sending an Uploaded File to a Client To send an uploaded file to a client you will need to be in the Order Details page. You can typically do this by clicking on the file number link as shown below. Once you click on File Number link it will open the Order Details page. You will have to scroll down to the bottom of the page to upload an order. To upload a file to this order click the Browse button which should open up a new window which will allow you to locate and choose which file you would like to upload. Once you selected the file you can either double click on the file or click the file once and then click Open.

154 Select the corresponding File Type Description fromt the drop-down menu. Now that you have selected the file you want to upload, click on the Upload File(s) button. If the file was uploaded successfully you will see the File Available for Download page.

155 Select files to using the Forward to Client/Vendor check box. You may select multiple files. Click on one of the Client Forwarding options: Forward Selected Files to Client User(s) Forward as Attachment to Client You will see a success message, when the delivery is sent successfully.

156 Data Exchange etrac allows you export data from your system to other programs and import data from other systems into your system./ Downloading Order Data to Appraisal Forms software etrac allows you to easily download your order data into your appraisal forms software. The data transfer typically includes the file number, borrower, property address, client, and client address. This feature will eliminate re-keying of data and saves time. This feature requires ACI forms or higher or AI Ready download compatible forms software. Use this procedure to download 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 View Open tab. The View Open Appraisal Orders page opens, listing all currently open order. Click the File Number link to view the detailed order information. Scroll to the bottom of the page and click the download tab. (This can be ACI or AI Ready, etc. depending on your configuration.)

157 If ACI or a compatible AI-ready forms package is installed the download dialog box displays. Click Open to download the forms data, if you use ACI click Save Click New or Clone to transfer the data into the file.

158 Assign Fax Number This feature allows you to assign fax numbers to individual staff users. Click the Tools tab. The tools menu displays along the left edge of the page. Click the Assign Fax Number tab. The following screen will display. If nothing shows under the Staff User column then all staff users will be able to see the faxes coming into both numbers listed below. To assign a staff user to that specific number click Assign Staff User. Select the desired staff user from the drop down. Click Assign. It will bring you back to the main screen except this time you will see the staff user name under the staff user column.