Transcript Slide 1

DPN Quarter 2
2010 Update
The enhancements described in this document are being installed on your DPN accounting server. Make sure this information is
communicated to ALL users of the DPN accounting system before the update so the changes will be anticipated. Here is a brief
overview of some of the changes included in this update:

“Shortcuts” have been added to the DPN screen and report headers. The Shortcut displays the keystrokes entered to arrive at the
screen or produce the report.

Reports printed to F(file) or DISK are stored in a new subdirectory on the DPN Server.

In our continuing efforts to “Go Green”, enhancements have been made to PDF Printing through Secure CommNet. PDF printing
allows for easier distribution and ends paper storage and waste.

Edit Archive has been enhanced to now include check registers and update banners.

Real Estate Changes including the option to print the aging on Agent Laser Statements as well as circling the balance due.
Broker Held Escrow - Significant changes have been made to the Broker Held Escrow module…..to mention a few:

The New Escrow Processing, Transaction Processing, Check Writing, and Manual Checks programs now use the “pick” format to
be standard with the other DPN processing programs. Processing screens have changed.

New parameter fields have been added, such as a Transaction Journal is now required prior to the first Transaction Processing
Update. Additional parameter settings affect check writing such as the option to print escrow checks by office.

Multiple deposits can be added on a new escrow – additional projected deposits may also be scheduled.

Escrow balances can be transferred from one escrow to another.

An auto-void check option is now available.

Multiple refund check records can be created from Real Estate Fallthrough Processing.
Reviewing the items listed in this brief overview should not take the place of reviewing this entire document of changes.
4/21/10
1
DPN Quarter 2
2010 Update
After the update, check your work carefully! Even though we have made every effort to thoroughly test the new programs
before releasing them to you, we often do not know about special processing you are doing or exceptions that you have
incorporated into the system.
KEEP EDITS SMALL FOR THE FIRST FEW BATCHES PROCESSED!
Remember the importance of printing and verifying your edits BEFORE updating. Be sure to watch the update process
and confirm that you receive the “Update Complete” message on your screen before continuing with your work. If an
update stops, DO NOT close your window! Contact DPN Customer Support and be prepared to tell them exactly what you
were updating and what is displaying on the screen. Be prepared to fax or email the edit.
4/21/10
2
Overall Changes – Shortcuts
A new “Shortcut” feature has been added to the DPN screen and report headers. The Shortcut displays the keystrokes
entered to arrive at the screen or the keystrokes required to produce the report.
For example, the keystrokes required to arrive at the Name/Address input screen are RE-5-1.
from the Main Menu. Refer to the next page.
4/21/10
Enter RE (Real Estate)
3
Overall Changes – Shortcuts
The RE keystrokes entered on the Main Menu display on
the screen header of the Real Estate Menu. From the Real
Estate Menu enter 5, which is the Agent General Reports
option.
4/21/10
The Agent General Reports Menu displays next and the
keystrokes entered so far, RE-5, display on the screen
header. Now, from the Agent General Reports Menu enter
1, which is the Name/Address List. Refer to the next
page.
4
Overall Changes – Shortcuts
The Agent Name/Address screen displays. The screen header displays the shortcut/keystrokes entered to arrive at the input
screen, which was RE-5-1. The Shortcut on the report header matches the screen header. Please note that due to adding
the shortcut to the report header, some report header descriptions have been shortened.
Shortcuts print on edits and reports. Shortcuts DO NOT print on forms such as vouchers, sales detail sheets, checks,
statements, etc.
9/2/10
5
Overall Changes – Shortcuts
Shortcuts do not display on System Manager Menus. Asterisks will display instead:
4/21/10
6
Overall Changes – Printing Reports to F(file) & DISK
Changes have been made to the location of where reports printed to F(file) and DISK are created and stored on the DPN Accounting
Server. Previously, when a user printed a report to F(file) or DISK, the report was created and stored in the user’s home directory. Now,
when a user prints a report to F(file) or DISK, the report will be created and stored in a subdirectory within the user’s home directory.
For example, previously, when user “john” printed reports to F(file) or DISK, the reports would be created and stored in /home/john. Now,
when user “john” prints reports to F(file) or DISK, the files will be created and stored in /home/john/DpnRpts.
Users should make sure their letter drive is mapped correctly in order to access the reports in DpnRpts and open them in Excel. Reports
printed to DISK can be accessed using the PF(Print Reports from DISK option), which is discussed on the next page.
The screens below show examples of the messages that display when reports are printed to DISK and F(file). Refer to the next page.
Report printed to DISK
4/21/10
Report printed to F(File)
7
Overall Changes – PF(Printing Reports from DISK)
The PF(Print Reports from DISK) option on the DPN Main Menu can be used to access reports printed by your user ID to DISK
or F(file). As mentioned on the previous page, the reports are stored in the DpnRpts subdirectory. NOTE: Every time a user
prints the same report to DISK or F(file) for the same company, it will automatically overwrite any previous file that user ID
created.
Enhancements have been made to the PF option allowing the user to now specify a starting order to begin the display.
Previously, a starting order was not available. The starting order options are N(program name order), D(date/program name
order), or C(company number/program name order). Refer to the next page.
4/21/10
8
Overall Changes – PF(Printing Reports from DISK)
The example below shows the Agent Name/Address List was printed to DISK. The program name for this report is SMADR005.
The user selects the PF option from the DPN Main Menu, enters a sort order of “N”, and a starting point of “S”. The report
names beginning with the letter “S” display, as shown in the screen on the right.
Keep in mind that printing reports using the PF option should not replace printing reports to the printer. Printing reports from PF
may not give you the desired results you are looking for in terms of report layout and font size.
Due to the change in location of the stored reports, any reports your user ID printed to DISK or F(file) prior to the update will not
be available using the PF option.
4/21/10
9
Overall Changes – Printing Legal or Letter Landscape
Reports that print Legal Landscape or Letter Landscape are designated on the menu with a particular character. For example, the
Management Reports Menu includes reports that print to Wide Paper (Legal Landscape) as well as Letter Landscape – these
reports are designated with a special character as indicated below.
Previously, upon selecting one of these options, the user was required to enter the printer name that was set up to print Legal or
Letter Landscape. Now, the correct printer name will default for the user if it is set up in the User’s Authorization File – contact
DPN Customer Support for assistance. If the Legal and Letter printer names aren’t set up to default, the user can still enter the
name set up for that type of printing and the report will print. Refer to the next page.
^ Legal
Landscape
+ Letter
Landscape
4/21/10
10
Overall Changes – Printing Legal or Letter Landscape
The example User Authorization record below shows that the regular default printer for user ID “smw” is NP01. The Letter
Landscape default printer is LD01 and the Legal Landscape default printer is LG01.
If your company was using the previous version of PDF Printing (aka Ghostscript) and the Default Printer for your user ID is PDF0,
then you probably already have PDF printer names set up for Letter and Legal Landscape printing such as PDFL and PDFG.
Contact DPN Customer Support if you have any questions or need assistance with set up. NOTE: The new version of PDF
Printing will be discussed later in this chapter. Refer to the next page.
4/21/10
11
Overall Changes – Printing Legal or Letter Landscape
The Commission Cutting Report is an example of a report that prints Letter Landscape. After the print criteria has been entered but
BEFORE the printer prompts display, a message will display stating that the report prints Letter Landscape, and therefore a printer
name set up for Letter Landscape must be used.
In this example the user’s Letter Landscape printer name is LD01 and is set up in the User’s Authorization File. As shown in the
example screen below, the printer name LD01 defaults. If the Letter Landscape printer was not set up, the user’s regular default
printer would default and the user would have to manually enter their Letter Landscape printer name in order to print the report
correctly.
4/21/10
12
Overall Changes – PDF Printing in CommNet
The PDF Printing in CommNet feature is used to print reports and statements to PDF instead of printing them to the printer. Changes have been
made to enhance PDF Printing and these changes will be described in the next few pages. If your company does not use PDF Printing (aka
Ghostscript) but would like information, contact DPN Customer Support.
Changes to PDF Printing – PDF reports are now created and stored separately by date within the user’s PDF directory/folder. For example,
when printing a report to PDF0, a message will display on the screen with the filename and its location.
In this example, user “smw” prints the Agent Name/Address List to
PDF0.
4/21/10
The message displays on the screen with the report’s location along with
the system date/time stamp including the seconds. In this example, the
report was printed March 22, 2010 at 3:50:25 pm - press Enter or F8 to
clear the message. Refer to the next page.
NOTE: If your default printer is PDF0, when
printing legal landscape or letter landscape
reports, the correct printer name (such as
PDFG or PDFL) will automatically default if
they are set up in the User’s Authorization File.
13
Overall Changes – PDF Printing in CommNet
Next, using Windows Explorer, go to the mapped letter drive on the DPN Accounting Server for your user ID and locate the file. Click on
the PDF folder and find the folder for the system date the report was printed. A folder is created for each day that PDF reports are printed
and all PDF reports printed for that day will be created in that folder – this allows for better organization of your reports. Now that the
filename has been expanded to include seconds in the date/time stamp, this will allow the same report to be printed more than once without
overwriting the previously printed file. Once the file has been located, open it in Adobe.
The example below shows folders for PDF reports that were printed for March 15, 16, 17, 18, 19, and 22, 2010. Using the filename shown
on the previous screen, we can locate the file. The same report was printed twice on March 22nd. Click on the correct file and if you have
Adobe Reader installed on your PC, the file will open – refer to the following page for an example:
Reports printed to
PDF on March
22, 2010
Folders are
created for each
system date in
yyyymmdd format
for the dates
reports are
printed to PDF
4/21/10
14
Overall Changes – PDF Printing in CommNet
The Agent Name/Address List selected opens in Adobe:
4/21/10
15
Overall Changes – PDF Printing in CommNet
Printing Edits to PDF0 – Step 1
This example explains printing and updating a commission edit including the vouchers and the sales detail. Each time the PDF
message displays on the screen, a PDF file is created. Four individual PDF files will be created in the PDF directory for the
system date they were printed, which in this example is March 24, 2010.
Select the Edit/Update option (RE-3-9) and print the vouchers to PDF0. The message displays on the screen. Windows
Explorer shows that the vouchers PDF file was created in the March 24, 2010 date folder (i.e. 20100324). Press Enter to clear
the message and the prompt to print the sales detail will display – refer to the next page.
Commission
Vouchers
4/21/10
16
Overall Changes – PDF Printing in CommNet
Printing Edits to PDF0 – Step 2
Print the sales detail to PDF0. The file created message displays. Windows Explorer shows the sales detail PDF was created.
Press Enter to clear the message and the prompt to print the edit will display – refer to the next page.
Commission
Vouchers
4/21/10
Sales
Detail
17
Overall Changes – PDF Printing in CommNet
Printing Edits to PDF0 – Step 3
Now the prompt to print the commission edit displays - enter PDF0. The message displays and the commission edit PDF file is
created. Click on the PDF file to open the edit in Adobe. Either view or print the edit and verify that the information is correct
PRIOR to updating. NOTE: If the commission edit is out-of-balance or N was entered not to update, the edit just created will
remain in the folder. Let’s continue with the update process, press Enter to clear the screen - refer to the next page.
Commission
Vouchers
4/21/10
Sales
Detail
Commission
Edit
18
Overall Changes – PDF Printing in CommNet
Printing Edits to PDF0 – Step 4
Finally, the prompt to update the edit will display - if the edit is correct enter Y to update. Once the update is complete, the
“Commission Update Complete” message will display on the screen along with the Batch Number for this batch of commissions.
Press Enter to clear the message and the final message will display as shown in the screen below. Another copy of the edit
along with the update banner has been created - this is the edit and update banner that is updated to Edit Archive (if your
company uses Edit Archive.
Commission
Voucher
Commission
Edit AND
Update
Banner
4/21/10
Sales Detail
Commission
Edit
19
Overall Changes – PDF Printing in CommNet
Printing Letter and Legal Landscape
When printing Letter and Legal Landscape reports to PDF and the user enters the printer name set up for Letter Landscape (i.e.
PDFL) or Legal Landscape (i.e. PDFG), the report will be created the same as discussed previously. Locate the report and
open it in Adobe - it will display as shown in the example below. Select the Print option - refer to the next page.
4/21/10
20
Overall Changes – PDF Printing in CommNet
Printing Letter and Legal Landscape
Now, when selecting to print Legal Landscape reports, the user can actually choose to condense the report and it will print
Letter Landscape on 8 ½ x 11 paper, or the user can choose to print the report Legal Landscape on legal paper (8 ½ x14).
In this example, Adobe Reader version 9 is being used. When the report is opened, Adobe automatically sets the report paper
size to 8 ½ x 11 landscape as shown in the print dialog box on the left. By clicking the “Choose paper source by PDF page
size” option, the report changes to the 8 ½ x 14 landscape as shown in the print dialog box on the right.
4/21/10
21
Overall Changes – Edit Archive
Edit Archive has been enhanced to now include check registers and update banners. The original check register and update banner
for the batch of checks in the check run will be written to Edit Archive. However, if the restart option is used, the new register and
banner will not overwrite the original register and banner already stored in archive. NOTE: Copies of the checks are not written
to Edit Archive.
4/21/10
22
Overall Changes – Edit/Update Programs
Printing edits to the PRINTER – With the enhancement of writing update banners to Edit Archive, the user MUST now press the
Enter key when the “Update Complete” message displays on the screen in order to release the update banner to the printer. At this
same time, the edit AND update banner will be written to Edit Archive.
New - 5/10/10
23
Overall Changes – Number of Copies
The Number of Copies prompt previously displayed in certain
report programs.
Now, it is a universal system parameter option. If the
option is turned on, it is turned on throughout the system
for all users and displays in all report programs.
Contact DPN Customer Support for further information.
4/21/10
24
General Ledger – Budgeting
Option 6 only displays if your company uses Financial Analyst. The menu option title has been renamed.
Previous
4/21/10
New
25
Real Estate – Main Menu Changes
1) The Real Estate Main Menu options will split into two columns on the screen if your company uses any of the additional options after
option 12 (Archive Information).
2) Options 1-12 are standard menu options on the Real Estate Menu. Any additional options used after option 12 will not be renumbered in
sequence – each option has now been assigned its own menu option number. For example, if your company uses the Letters and
Awards options, the Real Estate Menu would be numbered 1-12 for the standard options, and then the Letters option would be option 17
and the Awards option would be option 18 – they will not be renumbered in sequence as options 13 and 14.
3) If your company uses both the Manager Overrides and Recruiting/Mentor Bonus options, they are now two separate options on the
menu, options 14 and 15 respectively. Previously they both shared the same menu option number.
Previous
4/21/10
New
26
Real Estate – Add a Contract (RE-2-1)
If your company interfaces Listings with Real Estate, the Property Type has always been a validated field when a listing is attached to the
pending contract. Now, the option is available to also validate the Property Type field when adding a pending contract and a listing is NOT
attached to the contract.
Set the Validate Prop Type field on Screen #8 of the Real Estate Parameters to Y. When a user enters a pending contract but does not
attach a listing to the contract, they will have to enter a valid property type (F6 is available to view/select), or leave the field blank. The user
will no longer be able to enter free form characters in the Prop Type field.
This is also applicable in the Change Non-Financial Data (RE-2-2) and Change Financial/Agent Data (RE-2-3) options.
4/21/10
27
Real Estate – Edit/Update New Contracts (RE-2-8)
If the Pending Contract Edit/Update is not allowed, a message will now display on the screen to alert the user. Press Enter or F8
to clear the screen and the edit will print to allow the user to review.
4/21/10
28
Real Estate – Change Non-Financial Data (RE-2-3 or RE-2-23)
If your company Tracks Leases in DPN (the Lease Tickler Option field on Screen 1 of the Real Estate Parameters must be Y,
AND the sale type entered on the pending contract must be flagged in the Sale Type File as a lease).
The option is now available to Add or Change lease information using the Change Non-Financial Data option. When the pending
contract meets the criteria listed above, the user will be prompted to “Change lease information?” If Y is entered, the Lease
Information window will display.
New - 4/29/10
29
Real Estate – Commission Edit/Update (RE-3-9)
The Commission Update Complete message and Batch Number now display in a window.
Previous
4/21/10
New
30
Real Estate – Reports with Multiple Agent Range Printing
“Reports with Multiple Agent Range Printing” means multiple batches of agents printed in N(numeric) order can be printed for the same report
criteria without having to re-enter the criteria for each batch. Several DPN Real Estate Reports and Agent Statements currently have this
capability (refer to the list on the page 33) when printing to the printer, but this update includes an enhancement to this capability when printing to
PDF0, F(file) or DISK (where applicable).
Printing to PDF - The Agent Production Detail Report (RE-5-30) will be used in this example. After entering the print criteria, the user enters the
first range of agents to be printed. In this example, we are using the PDF0 printing option. The filename is AGPRD005 followed by a sequential
number and then the date/time stamp (hour, minutes, seconds). For each range of agents printed in this batch, the sequential number will be
incremented by 1, followed by the new date/time stamp. This allows the user to print the same report criteria for multiple batches of agents
without overwriting the previous batch. Once the filename message is displayed, press Enter or F8 to clear the message and the cursor will
return to the Beginning Agent No. field allowing the user to enter the next range of agents to be printed for the selected criteria. Each report
printed to PDF0 will be written to the current system date folder as previously discussed in the PDF Printing in CommNet section. Refer to that
section for further information.
Refer to the next page for an example of printing to F(file) or DISK.
Revised 5/24/10
31
Real Estate – Reports with Multiple Agent Range Printing
Printing to F(file) or DISK - The Agent Production Detail Report (RE-5-30) will be used as the example. After the user enters the
print criteria and the first range of agents to be printed, the file will be created. In this example, the agents are being printed to
F(file). The filename is AGPRD005 followed by a sequential number – no date/time stamp will be appended.
For each range of agents printed in this batch, the sequential number will be incremented by 1 – there is no date/time stamp. Once
the filename message is displayed, press Enter or F8 to clear the message and the cursor will return to the Beginning Agent No.
field. This allows the user to print the same report criteria for multiple batches of agents without overwriting the previous batch.
Each file created will be stored in the DpnRpts directory within the user’s home directory on the DPN server. Refer to the Printing
Reports to F(file) & DISK section previously discussed in this documentation for further information.
4/21/10
32
Real Estate – Reports with Multiple Agent Range Printing
The following Real Estate reports have the multiple agent range printing capability when the report is
printed in N(numeric) order.
Agent Contract Registers
•
Pending Contracts Inventory (RE-4-2-1)
•
Current Pending Contracts (RE-4-2-2)
•
Closed Contracts (RE-4-2-3)
•
Fallthrough/Rejected Contracts (RE-4-2-4)
•
All or Pending/Closed Contracts (RE-4-2-5)
•
Transaction Fee Detail (RE-4-14)
Agent General Reports
•
Production Detail (RE-5-30)
Agent Earnings Reports
Earnings by Acct Period
•
Detail Earnings (RE-6-2)
•
Detail Earnings/Volume/Units (RE-6-3)
•
Agent Earnings Statement (RE-6-6)
•
Earnings by Pay Code (RE-6-7)
Calendar Year Earnings
•
Detail Earnings (RE-6-11)
•
Detail Earnings/Volume/Units (RE-6-12)
•
Agent Earnings Statement (RE-6-15)
•
Earnings by Pay Code (RE-6-16)
1099 Earnings
•
1099 Detail Earnings (RE-6-21)
Agent Statements
•
Open Item (RE-9-30)
•
Balance Forward (RE-9-31)
•
Laser Open Item (RE-9-32)
•
Laser Balance Forward (RE-9-33)
Revised 6/9/10
33
Real Estate – Agent Statements
Two new options have been added to the Agent Statement Parameters (RE-1-11-12).
1) The Open Item Aging Flag field is applicable to the Laser Open Item Statement (RE-9-32). If turned on, the current, over 30, 60
and 90 day aging is printed under the totals.
2) The Circle the amount due field is applicable to the Laser Open Item Statement (RE-9-32) and Laser Balance Forward Statement
(RE-9-33).
Refer to the example statement on the next page which shows how the Laser Open Item Statement will print when both of these
options are used.
4/21/10
34
Real Estate – Agent Statements
The example Laser Open Item Statement (RE-9-32) below includes both the aging AND the circle around the balance due total.
Remember that agent statements can now be printed to PDF.
Balance
due is
circled
Aging
4/21/10
35
Accounts Payable – Vendor Comments
Applicable to companies that use the Vendor Comments feature and applies to the A/P Invoice Processing (AP-2-1), Recurring A/P
(AP-3-1), and One Step Invoice/Check (AP-6-1) options for type 3 vendor payees.
Previously, if the Vendor Comments feature was turned on, the prompt “This Payee has comments, View the comment? would automatically
display whether or not the vendor payee had comments stored in the Payee File (AP-1-1). This caused additional keystrokes for the user.
Now, the program has been changed to display the prompt ONLY if the vendor payee has a comment stored in the Payee File.
NOTE: If your company currently does not use the Vendor Comments feature but would like to use it, the option can be turned on in the Accounts
Payable Parameters by setting the Use Vendor Comments field on Screen #5 to Y.
Only displays
for type 3
vendor
payees with
comments
4/21/10
36
Broker Held Escrow Enhancements
4/21/10
37
Broker Held Escrow – Parameter Changes
A new field has been added to Screen #1 to allow a default for
the Escrow Order field in the Escrow Activity option (ES-7-1).
A Transaction Journal is now required and a new field has
been added to Screen #3 for the Transaction Journal. Set up
a journal code in the GL Journals (GL-1-4), then add it to the
Escrow Parameters. Repeat this process for each company
that processes escrow. NOTE: The Transaction Journal
must be entered in the Parameters or else the Transaction
Processing Update will not be allowed.
Required
4/21/10
38
Broker Held Escrow – Parameter Changes
Fields have been added to Screen #7 to set the defaults for
the Company Broker Check fields in Check Writing.
4/21/10
The Require an Office Number field on Screen #7 is now
utilized in Check Writing. If Y is entered in this field, the
option to print checks in Office order is available.
39
Broker Held Escrow
Significant changes have been made to the Broker Held Escrow module when holding earnest money deposits.
recommended that any user that processes in Broker Held Escrow review this information prior to processing .
It is highly
First, this update documentation is going to go through the changes when earnest money deposits are entered through Sales
Contract Processing and when the escrow is closed in Commission Processing.
Next, the documentation will go on to explain the new changes made to the Broker Held Escrow programs..
Finally, the documentation will go through the process of refunding escrow deposits through the Fallthrough option in Real Estate.
4/21/10
40
Broker Held Escrow – Sales Contract Interface (RE-2-1)
The ability is now available to enter multiple initial earnest money deposits - the escrow window displays as it did previously:
Refer to the next page.
Custom option
that may not be
used by your
company
4/21/10
41
Broker Held Escrow – Sales Contract Interface (RE-2-1)
The deposit information is now displayed within a window. The Deposit Type field now accommodates recording earnest money
deposits that have been wired into your company’s accounts, as well as recording money orders received, checks and cash. Wires
recorded in this window will post to the escrow bank account when updated through the new escrow edit but they will not show on the
deposit slips for the escrow account for the day. Based on Deposit Type entered, the user will be prompted to enter a check number
or the Memo field will display to accommodate non-numeric values - such as WIRE. Refer to the next page.
Valid Deposit types are:
CK(check)
CA(cash)
MO(money order)
WI(wire in)
4/21/10
42
Broker Held Escrow – Sales Contract Interface (RE-2-1)
After accepting the deposit record, the deposit is recorded and the option is available to add additional deposits by selecting the
F5(add) function key. Refer to the next page.
4/21/10
43
Broker Held Escrow – Sales Contract Interface (RE-2-1)
If F8 is pressed anytime after recording the deposit information, the user will be prompted to delete the escrow information. If N is
entered, the information will not be deleted. If Y is entered, the escrow information will be deleted. The Abort Sale? prompt will
display next - to continue adding the sale enter N. Refer to the next page.
4/21/10
44
Broker Held Escrow – Sales Contract Interface
Edit/Update (RE-2-8)
Multiple deposits including the total deposits amount prints on the pending contract edit.
4/21/10
45
Broker Held Escrow – Sales Contract Interface
Edit/Update (RE-2-8)
If the escrow number was accepted in the Broker Held Escrow window in the contract but a deposit amount was not entered, a line
item will print on the pending contract edit showing the attached escrow number, and the *** Sales Linked to Existing Escrows on this
Edit message will display.
4/21/10
46
Broker Held Escrow – Sales Contract Interface
New Escrow Processing (ES-2)
Select the New Escrow Processing option (ES-2-1). The accounting period from the New Sales Contract Edit/update (RE-2-8) is
being passed through to the New Escrow Processing Edit. This will allow the user to update the records to separate accounting
periods if they forgot to update their escrows before entering another batch of pending sales.
This will be discussed in further detail later on in this section.
4/21/10
47
Broker Held Escrow – Commission Processing (RE-3)
Input Commissions (RE-3-1)
When closing a deal with an escrow balance, the escrow
information previously displayed as shown below:
Previous
The escrow information now displays as shown below. The
beginning balance displays. The “real time” balance now displays
in the ES Ck Edit field – if there are escrow checks in the edit file
for this contract the amount would display in this field. The ending
balance also displays. The Trf Escrow field displays for
companies that transfer escrow balances.
New
Note: If an earnest money deposit was not entered on the pending contract,
OR the earnest money deposit WAS entered on the pending contract but
WAS NOT updated in the Broker-Held Escrow New Escrow Processing
Edit/Update, the Escrow Information fields will display with no values.
4/21/10
48
Broker Held Escrow – Menu Changes
Options have changed on the Escrow Menu. Option 4 (Transaction Processing), has been expanded to now include transferring
balances from one escrow to another. Option 6 (Process Manual Checks) has been expanded to now allow auto-voiding escrow
checks. The Interest Calculation Option has been removed from the menu, as it is no longer used. Removing the Interest
Calculation option required the renumbering of options 7-12, as shown on the New Escrow Menu screen.
Previous
4/21/10
New
49
Broker Held Escrow – Overall Changes
Previously, when searching for an escrow, the escrow could be
located by entering the escrow number or F6 to view/select by
property address.
Previous
4/21/10
The search options have been expanded to now allow the
user to search for the escrow by F4(cross reference – if you
are using the State Cross Reference feature) or F5 to search
by payee. The F6 key description has been changed from
view/select to address .
New
50
Broker Held Escrow – New Escrow Processing (ES-2)
The New Escrow Processing option now uses the “pick” format. The Add, Change, and Delete options are now available using
function keys under Option 1 (New Escrow Processing). Option 4 (Edit Inquiry – This User) has been incorporated into the New
Escrow Processing option and, as a result, has been removed from the menu. The menu options have been renumbered.
The process of adding an escrow has changed. Refer to the next page.
Previous
4/21/10
New
51
Broker Held Escrow – New Escrow Processing (ES-2-1)
Upon selecting the New Escrow Processing option, if there
are existing escrow records they will display in the “pick”
format.
If interfaced with Sales Contract Processing, the accounting
period from the New Sales Contract Edit/Update (RE-2-8) is
being passed through to the New Escrow Processing Edit
(ES-2-1). This will allow the user to update the records to
separate accounting periods if they forgot to update their
escrows before entering another batch of pending sales.
Refer to the next page.
Upon selecting the New Escrow Processing option, if there
are no existing escrow records, the Sale No. field will be
displayed if interfaced with Sales Contract Processing. If
there is no interface, the Escrow No. field will display.
This screen also displays if there are records in the edit and
the F5(add) function key is selected from the “pick” screen.
Refer to the next page.
from the sales contract update, we are now passing the
accounting period from the New Sales Contract Edit/Update
(RE-2-8) through to the new escrow edit records. This will
allow the user to update the records to separate accounting
periods if they forgot to update their escrows before entering
another batch of pending sales.
Escrows entered through New Escrow Processing (ES-2-1)
will have a blank accounting period mo/yr and will be updated
in the next batch. In this example, the Current Month is 3/09
and New Month is 4/09. If the user updates to 4/09, then all
three escrows will be updated. If the user updates to 3/09,
then only the first two records will be updated.
4/21/10
52
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Screen 1
We are going to go through the process of adding a new escrow. Pay careful attention to the fields on the screens since fields
have been repositioned and moved to other areas, such as the deposit amount field. The new version of the escrow programs
allow for multiple deposits to be entered, so that information will display later on in the escrow process.
Based on your company’s parameter settings, additional fields shown in these examples may not display on your screen.
Likewise, there may be some fields that display on your screen that are not shown in these examples. Refer to the next page.
The Unit No. field has been
expanded to 10 characters
so that it’s the same size as
the Unit No. field in Add a
New Contract option in
Sales Contract Processing
(RE-2-1)
4/21/10
53
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Screen 2
The fields in the next section now display in a window titled “Payee Information”. The Seller and Buyer fields previously
displayed after the Mortgage Co. field, but they now display in a separate window and function the same as they do in Sales
Contract Processing – refer to the next page.
If your company uses the Escrow Officer feature, that will be the last field in the window. If your company does not use the
Escrow Officer feature, the Mortgage Company will be the last field in the window. After the last field has been entered or left
blank, the seller window will display – refer to the next page:
4/21/10
54
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Screens 3 & 4
The Seller window displays first, followed by the Buyer window. This process works the same as it does when adding a
pending contact in Sales Contract Processing (RE-2-1) . Refer to the next page.
Seller Window
4/21/10
Buyer Window
55
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Screen 5
Next, the user will be prompted to enter the deposit information. Multiple deposits may be entered. The deposit information is
now displayed within a window. The Deposit Type field now accommodates recording earnest money deposits that have been
wired into your company’s accounts, as well as recording money orders received, checks and cash. Wires recorded in this
window will post to the escrow bank account when updated through the new escrow edit but they will not show on the deposit
slips for the escrow account for the day. Based on Deposit Type entered, the user will be prompted to enter a check number or
the Memo field will display to accommodate non-numeric values - such as WIRE.
After adding the first deposit record, the information will display in a “pick” screen – refer to the next page.
Valid Deposit types are:
CK(check)
CA(cash)
MO(money order)
WI(wire in)
4/21/10
56
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Screen 6
The first record added will display in the “pick” screen. The total amount of all deposits entered in the deposit window displays in
the Total Deposits field. NOTE: This total does not include scheduled deposits (this is discussed on the next page).
Function keys are available to add, change, and delete deposit information. Once the deposit information has been entered and
completed, press the F9(done) key to continue – refer to the next page.
4/21/10
57
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Screen 7
After completing the deposit information, the screen redisplays with function keys located at the bottom of the screen. At this
point, the user can revisit certain information that has been entered. F3 displays the sellers/buyers windows; F4 displays the
payee information window where the title company, mortgage company, etc., was entered; F5 displays the deposit ‘pick’
screen. F6 allows the user to add/schedule additional deposits that are due on the escrow – refer to the next page. This
feature is also available in the Change Non Financial option (ES-3-1) .
If the escrow is complete, press F9(done) and the user will be prompted to add the escrow. If N is entered, the escrow
information will not be recorded. If Y is entered, the information added up to this point will be saved and the escrow will be
written to the edit file – any conditional information used by your company will display next – refer to “Add a New Escrow –
Screen 9” for further information.
4/21/10
58
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Screen 8 (Schedule Additional Deposits)
If the F6(scheduled dep) function key was pressed on the
previous screen, the screen below will display allowing the
user to schedule any additional projected deposits that are
due on the escrow.
4/21/10
Once a projected deposit is scheduled, it will display in the
“pick” screen as shown below. Options are available to add,
change, and delete scheduled deposits. Press F9(done)
when finished. Refer to the next page.
59
Broker Held Escrow – New Escrow Processing (ES-2-1)
Add a New Escrow – Optional Screen 9
Any conditional information such as the File Reference Description, Escrow Comments, etc., will now display if used by your
company The escrow has been completely added when the cursor returns to the Sale No. field if interfaced with Sales, or the
Escrow No. field if not interfaced.
4/21/10
60
Broker Held Escrow – New Escrow Processing (ES-2)
Edit/Update (ES-2-3)
The new escrow edit now includes the escrow deposit detail for each escrow.
4/21/10
61
Broker Held Escrow – New Escrow Processing (ES-2)
Edit/Update (ES-2-3)
With the enhancement of allowing escrow records for both the current and new accounting months to reside in the same
edit file, when updating escrows the escrows with the oldest accounting periods should be updated first. In this example,
the Current Month is 3/09 and the New Month is 4/09. Records are in the edit file for 3/09 and 4/09. The user should
update escrows in accounting period 3/09 first and then update escrows in accounting period 4/09. If the user only
performs one update but enters accounting period 4/09, all escrows in the edit file regardless of accounting period will be
updated to accounting period 4/09.
4/21/10
62
Broker Held Escrow – Change Non Financial (ES-3-1)
Function keys have been added to the Non Financial Escrow
screen: F3 displays the sellers/buyers windows; F4 displays
the payee information window where the title company,
mortgage company, etc., was entered; F6 allows the user to
add/schedule additional deposits that are due on the escrow.
If F6 is pressed, any projected deposits scheduled will
display in a “pick” screen as shown in the example on the
right - if there are no scheduled deposits the Add window will
display instead.
From the Deposit “pick” screen, options are available to add,
change, and delete scheduled deposits. When finished, F9
must be pressed to record the deposit entered. The cursor
will return to the Non Financial Escrow screen shown on the
left – from that screen, press F9 and then Y at the Change?
prompt to record any changes that were made.
The received date will
display for deposits that
have been received and
recorded.
4/21/10
63
Broker Held Escrow – Input Financial Changes (ES-3-10)
Previously, Transaction Code could be changed if the Class and Interest Bearing fields remained the same. That is no longer
the case. Either the Class or Interest Bearing fields must be changed in order to change the Transaction Code.
In the example below, only the transaction code was changed, which prompted the message that the change was not allowed.
4/21/10
64
Broker Held Escrow – Changes to Updated Escrows (ES-3)
Inquiry All Users (ES-3-12)
A new option, Inquiry All Users, has been added to the Changes to Updated Escrows Menu. This option displays financial
changes that were made in the Input Financial Changes (ES-3-10) option and reside in the edit file for all users.
With the addition of this new option, the Edit/Update Financial Changes option has been renumbered.
4/21/10
65
Broker Held Escrow – Transaction Processing (ES-4)
The Transaction Processing option now uses the “pick” format. The Add, Change, and Delete options are now available using
function keys under Option 1 (Transaction Processing). Option 4 (Edit Inquiry – This User) has been incorporated into the
Transaction Processing option and, as a result, has been removed from the menu.
A new option, Transfer Balance (ES-4-2), has been added which allows the balance of an escrow to be transferred to another
escrow. Balance transfer records are written to the Transaction Processing edit. The Transaction Processing option holds all records
in the edit file for your user ID. The menu options have been renumbered. Refer to the next page.
Previous
4/21/10
New
66
Broker Held Escrow – Transaction Processing (ES-4-1)
Transaction Processing has been enhanced to allow all payee types and alpha lookups for payees. Once the escrow has been
selected, the escrow information will display and the cursor will be positioned in the Payee field. The options are available to
enter the payee number, enter alpha letters to view/select, or F3 to add and use a new payee. When using alpha letters to
view/select, the program will now prompt for the category that will be searched. In the example below, the user enters AST to
search for the buyer Jack Astorga. After entering AST, the user enters BY to search the buyer file.
When using the F3 key to add a new payee, you will also be prompted to enter the category where the payee will be added.
Refer to the next page.
Enter
alpha
characters
to begin
the scroll
4/21/10
67
Broker Held Escrow – Transaction Processing (ES-4-1)
Once the payee has been entered, the remaining fields will display. The Transaction Type for the Transaction Code
entered determines the fields that display.
If the Transaction Type is A(adjustment), the following fields
will display. Enter the information – refer to the next page.
If the Transaction Type is R(receipt), the following fields will
display. Enter the information – refer to the next page.
Valid Deposit types
are:
CK(check)
CA(cash)
MO(money order)
WI(wire in) – NEW!
WO(wire out) – NEW!
4/21/10
68
Broker Held Escrow – Transaction Processing (ES-4-1)
If additional projected deposits for the escrow have been
scheduled for the payee entered, the deposits will display in a
window after the deposit information has been entered.
The cursor will return to the Transaction-Add screen prompting
the user to add the record.
If the scheduled deposit is the correct amount, select the
record.
The added record will reside in the edit file.
4/21/10
The Due Date defaults from the projected scheduled deposit
record selected and will be recorded as the Transaction Date.
69
Broker Held Escrow – Transfer Balance (ES-4-2)
Step 1
This option allows the user to transfer the balance from one escrow to another. After the balance is transferred, the records will
reside in the Transaction Processing Edit.
Enter the escrow number where the money will be transferred FROM. The escrow information will display. Refer to the next
page.
Revised 10/13/10
70
Broker Held Escrow – Transfer Balance (ES-4-2)
Step 2
In the “Transfer Balance To” section, enter the escrow number
receiving the balance transfer. The primary depositor from the
original escrow will display in the Payee field. Accept the payee
number displayed, enter alpha letters to view/select, or F3 to
add and use a different payee.
Enter the transaction code representing the balance transfer;
the transaction date will default (accept or change); the
from/to description will default (accept or change - maximum
30 alpha-numeric characters in each field); enter Y to add
the record. Refer to the next page.
The Primary
Depositor
displays
Revised 10/19/10
71
Broker Held Escrow – Transfer Balance (ES-4-2)
Step 3
Next, select the Transaction Processing option (ES-4-1), and the records for the balance transfer will display. From the example
on the previous page, two records were written to the edit file. The ‘Transfer From” record has a credit amount and the “Transfer
To” record has a debit amount. Transfer records cannot be changed – if there is an error that needs to be corrected, delete one of
the records and the other associated record will also be deleted - this ensures that your edit stays “in balance”. Once the records
are deleted from the edit file, the user will have to process the balance transfer again. Refer to the next page.
F = From
T = To
Revised 10/13/10
72
Broker Held Escrow – Transfer Balance (ES-4-2)
Step 4
To complete the balance transfer, print the edit using the Edit/Update option (ES-4-4). Verify that the edit is correct prior to
updating. The edit/update completes the transfer process.
Revised 10/13/10
73
Broker Held Escrow – Check Writing (ES-5)
The Check Writing menu options have been changed. The Process Checks has combined the Add and Display options and uses the
“pick” format. The Cumulative Check Register option has been removed.
.
Previous
4/21/10
New
74
Broker Held Escrow – Check Writing (ES-5)
Process Checks (ES-5-1)
Check records are now written to the edit file by the accounting period .
A check record can now be changed or deleted.
.
In this example, the Current Month is 3/09 and the New
Month is 4/09. If the user updates to 4/09, then all the check
records displayed will be updated to the check file. If the user
updates to 3/09, then only the records with a 3/09 accounting
period will be updated to the check file.
4/21/10
75
Broker Held Escrow – Check Writing (ES-5)
Print Check Register (ES-5-3)
1) If the Require an office number parameter field is Y, the option is available to print checks in Office order. If O(office order) is
entered the user will be prompted to enter a Beginning/Ending Office Number range or leave blank for all offices.
2) The “Broker Check” fields now default from the Escrow Parameters if they were set up so they don’t have to be changed for
each check run.
.
Broker
Check
fields
4/21/10
Office
Order
76
Broker Held Escrow – Process Manual Checks (ES-6)
The Process Manual Checks option now uses the “pick” format. The Add and Display options are now combined into Option 1
(Process Manual Checks). Option 2 (Void Checks) is a new option.
.
Previous
4/21/10
New
77
Broker Held Escrow – Process Manual Checks (ES-6)
Process Manual Checks (ES-6-1)
Once the escrow has been selected and the information
. displays, function keys are available to F3(add a new payee to
the escrow and create a manual check to that payee),
F4(enter a different escrow number), or use the Enter key to
select an existing payee and enter the manual check.
Once the payee has been selected, the user will be prompted to
enter the manual check information. Enter the transaction code
– the description will default from the transaction code entered.
Enter the check number, check date, and check amount, and
enter Y to add if the information is correct. Refer to the next
page.
.
.
NOTE: A zero check number can now be used for voiding Company
Broker Wire Transfers – make sure the amount field is a negative
amount. The new Void Checks option (ES-6-2) can also be used to
void Company Broker Wire Transfers.
A zero check amount can be entered for Bank Reconciliation items.
4/21/10
78
Broker Held Escrow – Process Manual Checks (ES-6)
Process Manual Checks (ES-6-1)
.
The $5,000 manual check record entered for the seller displays in the “This Check Run” column. When finished press F8 and the
cursor will return to the “pick” screen. Options are available to add, change, and delete manual check records.
.
In this example, the Current Month is 3/09 and the New
Month is 4/09. If the user updates to 4/09, then all the check
records displayed will be updated to the check file. If the user
updates to 3/09, then only the records with a 3/09 accounting
period will be updated to the check file.
The user will be prompted to enter the accounting period
each time the F5(add) option is selected.
4/21/10
79
Broker Held Escrow – Process Manual Checks (ES-6)
Void Checks (ES-6-2)
.
The Check Sort Option is required. The available options
are: by Class, by Escrow Number, or by Payee.
4/21/10
Once the Check Sort Option has been entered, a
Beginning/Ending Check Date is required. After the check
date range is entered, enter a Beginning/Ending Check
Number range or leave blank for all. Refer to the next page.
80
Broker Held Escrow – Process Manual Checks (ES-6)
Void Checks (ES-6-2)
.
Next, the checks meeting the criteria previously entered will
display. The example below shows that a single check
displays for the payee. Position the cursor on the check
record and press Enter to select.
The check detail will display on the screen along with the “Void
this Check” prompt. If the check should be voided, enter Y.
The check record will reside in the manual check edit file until
updated.
Bank Rec Status:
• Y=Cleared
• Blank = Outstanding
Refer to the next page for an
example of the Multi Records
field.
4/21/10
81
Broker Held Escrow – Process Manual Checks (ES-6)
Void Checks (ES-6-2) – Voiding a Check with Multiple Escrows
.
This example describes the void check process when the
check has multiple escrow records.
In this example, a company broker check will be voided and
there are multiple escrows on the check. Select the check
record.
4/21/10
The check detail for the record selected will display on the
screen along with the “Void this Check” prompt. Notice that
the Multi Records field is Y. The Y indicates that there are
multiple escrow records on this check. If the check should be
voided enter Y - refer to the next page.
82
Broker Held Escrow – Process Manual Checks (ES-6)
Void Checks (ES-6-2) – Voiding a Check with Multiple Escrows
.
A message displays that there are multiple records for the check and the user is prompted to void all escrow records on the
check?
• If N is entered, only the record that was selected will be voided.
• If Y is entered, all records on the check will be voided.
Voided check records will reside in the Manual Check Edit file (ES-6-1) until updated (ES-6-3).
4/21/10
83
Broker Held Escrow – Inquiry (ES-7)
Options 1-3 on the Escrow Inquiry Menu have been standardized to work like other inquiry programs throughout the DPN System.
Pay close attention to the screens since some information may have been rearranged and some of the function keys have been
changed.
.
For inquiry options that prompt for an escrow status, such as in the Escrow Inquiry option, the K(kick out) status option is no longer
available.
Option 4 has been added to the Escrow Inquiry Menu which allows the user to view all deposits scheduled for an escrow. Enter the
display order by date, escrow number or deposits scheduled for a specific escrow. After entering the display order, enter the deposit
received status of all, outstanding, or received only. The deposit information will display based on the criteria entered as shown
below:
Revised 4/29/10
84
Broker Held Escrow – Reports (ES-8)
For reports that prompt for an escrow status, the K(kick out) status option is no longer available.
The report input screens have been standardized which caused some field label descriptions to change. Pay close attention to the
.fields on the input screens.
Output to File - Previously, only Option 20 (Trial Balance by Class) had the option available to print the report to P(printer) or F(file).
Now, all reports listed on the menu below have the option to print to P(printer) or F(file).
Option 14 (Scheduled Deposits) is new and has been added to print deposits that have been scheduled for escrows.
4/21/10
85
Broker Held Escrow – Escrow Refunds through Fallthroughs
Escrow refunds can be entered for multiple payees when processing a pending sales contract (with escrow deposits) as a fallthrough
or rejected contract (RE-2-10).
The example below shows that there are two depositors on the escrow. The buyers could not qualify for the loan, so the contract
must be processed as a fallthrough and the earnest money deposits must be refunded. There are two earnest money deposits, one
totaling $2,500 and the other totaling $7,500, so two refund records need to be created. Refer to the next page.
4/21/10
86
Broker Held Escrow – Escrow Refunds through Fallthroughs
Process Fallthrough (RE-2-10)
Process the contract as a fallthrough or rejected offer,
enter the fallthrough reason and enter Y to Change.
Since there are earnest money deposits, the user is
prompted to create a refund check. Enter Y. Refer to the
next page.
The “real time” balance now displays. If there
are escrow checks in the edit file, the amount
would display in this field.
4/21/10
87
Broker Held Escrow – Escrow Refunds through Fallthroughs
Process Fallthrough (RE-2-10)
The user must enter the amount to be refunded to each
payee. Enter the first refund record. Once the cursor is in
the Payee field, the options are available to
alpha(view/select the payee), F3 to add a new payee, or F6
to view/select all payees associated to the escrow.
4/21/10
F6 was pressed to view all payees associated to the
escrow and they display as shown in the example below.
Position the cursor on the payee and press Enter. The
payee selected will return to the Payee field. Refer to the
next page.
88
Broker Held Escrow – Escrow Refunds through Fallthroughs
Process Fallthrough (RE-2-10)
The payee selected displays along with the Add? prompt. If
the information entered is correct press Enter to accept.
4/21/10
The first record added now displays in a “pick” window. The
Total Refunds field shows the $2,500 that was refunded. Press
F5 to add the 2nd refund. Refer to the next page.
89
Broker Held Escrow – Escrow Refunds through Fallthroughs
Process Fallthrough (RE-2-10)
Once F5 is pressed, the Escrow Balance reflects the
remaining $7,500. Enter the deposit information and enter
Y to Add.
4/21/10
The Ending Balance and the Total Refunds are now equal.
Press F9(done). Print and review the fallthrough edit and
update it if it is correct. Refer to the next page.
90
Broker Held Escrow – Escrow Refunds through Fallthroughs
Escrow Check Writing (ES-5-1)
The refund records print on the fallthrough edit. Verify the edit and make sure it is correct prior to updating. The fallthrough
update will create the check records in the escrow check edit, as indicated in the example screen below. Use the Check
Writing option (ES-5-3) to print the check register and print and update the checks.
4/21/10
91
Property Management – Direct Deposit
Direct Deposit is now available for Owners. Contact DPN Customer Support if you are interested in using this option.
NEW!
New - 6/21/10
92
Property Management – Main Menu Changes
Options 9(Rent Calculation), 20(Work Order) and 31(A/P Invoice Processing) have been removed from the Property
Management Main Menu.
Previous
New
Highlighted
options
have been
removed
New - 6/21/10
93
Property Management – Properties/Units (PM-1-6)
The Cleaning List field has been removed from the Property Units screen. This is accessed by selecting PM-1-6; locate the
property, then select F10(unit), then F3(show), F4(chg) or F5(add).
Previous
New
Removed
New - 6/21/10
94
Property Management – Reports Menu (PM-7)
With the removal of the Cleaning List field from the Properties/Units screen (as discussed on the previous page), the Cleaning
List report (Option 25), has been removed from the Property Management Reports Menu. Subsequently, this caused options
26-28 to be renumbered.
Previous
New
Removed
New - 6/21/10
95