Transcript Tracking and Reporting With Calyx Point

Tracking and Reporting With
Calyx Point
Presented byThe presentation will start at 10:36.
Stephen Breden
Calyx Certified Trainer and Consultant
Colleyville, TX
Who Is Stephen Breden
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Original Calyx Customer from Sacramento,
CA, June 1992
One of five Certified Calyx Trainers
Microsoft Certified (MCSE+I)
Contributing Editor to Mortgage Originator
Magazine
Licensed Broker since 1990 in CA; licensed
Broker since 2000 in TX
Member of TAMB, former member of CAMB
E-mail: [email protected]
Point Is Legendary for
Ease of Use…
Most of us use it for completing a loan application.
 It has a considerable number of other capabilities
that many users do not utilize.
 Later versions of Point provide some real power and
ease of use when it comes to tracking and reporting
on your pipeline.
 The ability to track status from the search screen is
very helpful in following a loan from beginning to
closing.
 File management and correct archiving practices can
greatly assist us with our long term marketing efforts.
Tracking Our Loans as a Part of
Searching for a File
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When we open Point, we now have the
ability to search by Loan Status or Status
Date.
This tool alone allows us to review files that
were recently opened or closed.
This capability also allows us to police our
loan officers and processors by ensuring
that our staff is routinely entering tracking
information.
Searching by
Loan Status
Note the traditional
search by name,
loan officer, etc.
We can also search
by loan status
and most recent
status date,
among other
variables.
Loan Status
Everything begins
with correctly
entering the loan
status by inserting
the appropriate
dates in the Loan
Status tracking
section of General
Tracking.
General Tracking is
the topmost of the
tracking screens,
available in both
Borrower and
Prospect in Point.
Loan Status Defined
The date opened is entered by the program when the file is
created. Each time we go down the column, we add the date of
the current status. Our most current status thus appears further
down the list. Our final status is “Closed,” which will be the final
item in the top group of entries. (Estimated close date may also be
input here or transferred from the Good Faith Estimate.)
The second group is for loans that are “in trouble,” be they
“Suspended, Denied, or Cancelled.”
The third, lower group enables us to add custom status fields.
The most recent status appears on the top left of the
Borrower/Prospect information screen.
What Constitutes an
“Active” File
Many Point users are not using the tracking screen. Now that we can
search by “Loan Status” when bringing up a file, we will be much more
inclined to use tracking. We will then avoid the “everything is an open
file” syndrome. We avoid this by (as a minimum) “closing” the file before
we archive it. Ideally, we will enter other status dates as well. Note that
once we enter the date under the “Closed” status field, this status will
now override every other status, regardless of the date we may put in
other status fields. (For example, if you Fund a loan after you Close a
loan, the loan will still show its most recent status as “Closed.”)
In the Point world, a file that is not “Closed, Denied, or Cancelled,” is an
Active Loan. A loan that is “Suspended” is still considered an Active
loan.
This distinction of Active or Not Active is pivotal to running our first
pipeline report.
How Do I Organize My Data
Folders?
Shown is a suggested
data folder structure
for a larger office.
For a smaller office,
you would not have a
“Loans In Origination”
folder.
When you first install
Point, you will normally
see a single “Primary
Data Folder.” Use the
Point Administrator to
develop more data
folders.
Reporting On Your Pipeline
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Point comes with 30 canned reports.
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You can run a simple pipeline report by clicking
on the Reports tab and selecting the Pipeline
or Loan Summary Report.
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Select your active data folder, select Borrower
files, and click on the box for “Active files only.”
Ignore the date range fields as they will not
apply if we leave the Loan Status field blank.
Running a Pipeline Report
Click the Reports tab.
Select your active data
folder on the left.
Select Borrower or
Prospect files.
Click on “Active Files
Only”.
Select the “Loan
Summary Report” on
the right hand side.
Click on the “Open”
button on the upper
right.
Sorting By
Loan Officer
From the Report template
(after clicking Open), you may
sort your report up to three
levels.
At the top level, click on the
dropdown list and select “Loan
Rep,” and be sure to select
“Group By”.
On the second level, select
“Borrower” and ascending
level.
On the third level, select
“Filename” and descending
level.
When done, click “Generate”
on the lower left of the screen.
Reviewing the Output Report
Printing or Exporting to Excel
The report may be printed
from the File menu on the
report menu. You may also
select “Export to Excel.” This
will automatically create an
Excel file for you on your
desktop.
If you click on “Save,” it will
then bring up this file for you
in Excel, ready to manipulate.
Archiving Files from the Status Screen
Once you have
closed a loan or
loans, you may
archive by selecting
“Loan Status…
Closed” from the
Navigation Panel.
Simply select the
files you want to
archive, and move
them to the
appropriate archive
folder, preserving
the old file name.
Calyx Certified Training
 Additional web-based courses
 Private on-site classes and consulting
 Public classes held in many cities
throughout the year
 E-mail Karol Pierce at
[email protected]
Call Calyx Training at
877-836-7655 for more information