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1. Search This button allows the user to search the Former Plant database for buyers sellers property information etc 68 Functions File Maintenance Functions File Maintenance File maintenance entails the entry and modification of fixed stable information that the system uses as the source of data for lists dropdown lists and other controls used to quickly enable data entry As such these tables should be set up prior to first using the system See Setting Up and Getting Started for information about File Maintenance Utilities Functions Utilities Utilities are functions related to maintaining data tables For a complete discussion about how data are organized in various tables please see System Overview Fields Records Tables Reindex Files Functions Utilities Reindex Files The indexes like indexes in the back of books are pointers to data records On rare occasion they become out of sync with the data This function re establishes pointers to all TACS tables The function is performed as soon as it s selected from the menu Pack amp Reindex Functions Utilities Pack amp Reindex Any time a data record is deleted by clicking on the Delete button in the system the record is marked for deletion but not physically removed from the file The deletion markers can be removed effectively restoring deleted data though this will required MCS assistance However data marked for deletion will usua
2. usually its successors and or assigns That should be the default language it should already be there Notes can be used to provide additional information on the Confirmation If you d like file notes to be printed on the Confirmation please contact MCS Page 10 26 23 Select Departmentals to be ordered TACS determines which departmentals are to be ordered when selecting the Departmentals Order in Correspondence Indicate items to be ordered by typing the two character code shown in blue or by clicking on the name of the departmental For example if you would like to select Fire Search place you curser over the word Fire Search and click once Type in any names to be searched if ordering a BK or Bankruptcy Search If you wish to use the same names in the Patriot search click the Blue arrow Additional Function Delete List Search Duplicate Delete here is specialized in that it s used to delete an entire file including all schedules policies etc You ll be asked to confirm the Delete operation Note that Deleted files are marked for deletion and are not physically removed from the tables Deleted files can be recovered by selecting Recall in Functions Utilities Note that running Pack amp Reindex in Functions Utilities does permanently remove records marked for deletion View list of all applications See Overview for more information about ordering lists Selecting an application from the list
3. one of today s premier industrial strength database development platforms That gives TACS the advantage of managing and cross referencing large volumes of data Further program interfacing technologies enable TACS to communicate directly with other programs to realize their strengths For example the Word Connect feature of TACS enables us to take data from the title system and transfer them directly to Microsoft Word templates and then bring up the document in Word for any final revisions When leaving Word you re right back in TACS TACS also connects to Lightning Fax for large volume document faxing and Microsoft Outlook to accomplish document emailing Organization This document will provide e Database fundamentals and information about navigating through the system e The TACS menu system which basically summarizes TACS functions and shows how the system itself is organized e Setting up and getting started Read the Setup and Getting Started section to obtain additional information about printing labels and lists and other functions available within Data Maintenance e Using the system An explanation about using each facility called out in the menu Each of these will contain a Process where a typical data entry scenario will be presented with some of the more common variations No attempt is made to describe data entry into every field Detail is provided for some of the less obvious items and items that must be entered In so
4. 38 JUGGMENIS stack A A oim ee etl ett ed 38 Federal Tax Elens a sida da 38 Title Report omine de ed reta t ai retain n m is rens 39 Departmentals retta n em Adah ee een A retten on o Reine rere Eee 39 Title REPO i c inre tee me edt en ai ee eds n m ain reet 40 Tax Seat clus haa ederet waive add e eei ut E ee te ae AT HER et 40 Title Reports sin cm dnt rede eb edt da en ad ee eds n m nain Geeta 41 Policy Data s adr ia 43 aie 44 Policy Exceptl risc icd m Ae tee editiert bend n ee tae 44 gie 45 Blank Endorsement tei rette eite pee Ree i 45 SCANS ee so cece EE 46 stercus EE 46 PUNUNG 47 GontirMmatlON disuadir aaa Pte tpi dta ep rectae e Eee Ro epee 47 Feport FIexsPrintz uini eri pa a 47 Report Standard x pete petet tad Ree pate iae ed erede ete idea vation api 48 pel ee 49 GOrESPONGOMCE i 49 Miscellaneous D M 51 Management Raponsie a a e a A a nn 53 SS A ROT E E O TAS 60 edssaturc EE 60 ien M 61 mele EOM 63 Closing Schedule a tec e tee re qat eie e etii ahh ni tae 67 Former Plant ites odes tial tee eee eaten Ho ib tA regat teneor t eed te Terent 68 FUNCION SS a a dd dis veces ev poe tle tea tete rb Go Eee ebbe it 69 File Mainternarnce oi iei etri neste tei ied Peto eren RO AERE T
5. Not Returned When the Recordings To Be Recorded report see immediately above is produced you re asked if you want to mark the document as having been reported If you respond Yes the system places a checkmark in the Reported field and fills in the Date Reported This report is an exception report that lists documents for which the Date Reported field contains a date but the Recording Date field doesn t Documents are listed by Count by Title Number Process 1 Simply follow the above path No further data input is required Recordings Logs Printing Miscellaneous Reports Recordings Log The Recordings Log is a method of viewing all Recordings for a specified time period Recordings that are included are Outstanding Recordings In House Recordings or Both within a specified date range Recordings information is listed according to county Process 1 Click on Printing Miscellaneous Reports Recordings Log 2 Choose which agency you wish to display recordings information on 3 Choose which type of endorsements and the date range Mortgage Sats Printing Miscellaneous Reports Mortgage Sats This is an exception report designed to show mortgages which have been paid but for which a mortgage satisfaction has not been received It reports data contained in the Mortgage Schedule files in Title Report Mortgages Process 1 Simply follow the above path No further data input is required 52 Disbursement Schedule
6. Policy Policy Data and that you ve selected exceptions for the policy that you re printing The system will print Policy Schedule A Certification Schedule A Description Schedule B Exceptions Schedule BII if required the Survey Reading and endorsements The system prints endorsements based on the policy type and which endorsements were billed in Title Report Billing To select individual policy items simply check the items you d like to print If you select the items for printing the system makes no attempt to determine if the item requested is appropriate for the current policy type Like the Report jacket you can arrange for Title and Policy numbers and agency data to print on preprinted policy jackets Please contact MCS for further information Correspondence Printing Correspondence The Correspondence Dropdown brings up a dialog enabling printing of the more common letters and information requests generated by Title Agencies By design a letter must be selected pertinent additional data entered and then printed before additional letters can be selected and printed Common to all letters is the additional popup which you specify the signature foremost defaulted in the signature dropdown is the default letter signatory specified in Agency Data Maintenance typist initials letter date and an indication of whether to print Enclosure at the bottom of the letter Each letter is addressed to the applicant specified
7. Report Schedule B Exceptions Title Report Select Exceptions Overview Select and edit Report Schedule B Exceptions The primary design consideration for exception entry is speed select the item by its number or code and provide variable information like names or liber page data Even the entry of variable information is speeded by simply responding to prompts as opposed to attempting to locate the cursor within a paragraph and typing the data When exceptions are first entered or later edited the system looks at the underwriter in the application in the current file Permanent boilerplate exceptions that print every time Schedule B prints for this underwriter have been entered in Underwriter Maintenance and the system counts these It then begins sequencing exceptions that you enter for the current report at the point that the boilerplate count leaves off The following features are supported Insert exceptions between exceptions already entered Reuse copy exceptions from another file Perform light editing on page 2 Perform light editing directly in a list of currently selected exceptions Enter a group of exceptions all at once If the report you re currently working on corresponds to a pre established criterion then an entire group can be selected For example if you consistently use exceptions 5 12 17 25 and 46 every time you do waterfront properties then you can establish a waterfront set of exceptions to be selecte
8. To Quickbooks Choose whether you want to write checks and prepare a file for 66 importation into QuickBooks just generate the QuickBooks transactions or go through a check alignment process Generating Qbooks transactions without writing checks is designed to supplement manual checkwriting and to rectify possible check printing problems Click Ok or Cancel The same criteria used to select items for the Disbursement Schedule see item 2 is presented A popup containing a list of checks appears Note the legend for the first three columns in the lower left of the popup S means that a check will be prepared for that item D means that the item was already disbursed This will be checked if you selected All Items as opposed to Undisbursed Items Only in the previous popup A means that the item will be aggregated into a single check A few important notes a An item will not be S elected if the Recipient is missing or can t be determined because it wasn t entered in County Maintenance or if the amount is 0 00 or negative note the comment in red at the top of the screen You can stil check the S box If you do the check still won t be written but the QuickBooks transaction will be created The particular Qbooks transaction will be for an unprinted check and will have no associated check number The assumption is that the check will be generated out of QuickBooks or written manually b You can rearrange the list As with
9. additional information 2 Select endorsements Enter a name and print as necessary 60 Functions Recording Functions Recording The Recording function is designed to control the receiving and then sending of documents for recording at various county clerk s offices All function relating to the transfer of monies into checking accounts for the purpose of writing checks for various recordings the check writing itself is handled in Bookkeeping As of the date of this document there is no current connection between document control and check writing Note that not all data is entered all at once Some document data is entered up front If a document is returned for some reason the date that it is may be entered then And then recording information may be entered later yet To get the most out of the Recording function e Generate the Recordings To Be Recorded report and use it as control sheet to accompany the documents sent out for recording See Printing Miscellaneous Recordings To Be Recorded for more information e When the report comes back enter recording information for the various documents Then run the Recordings Not Returned report to determine if there were any documents sent out but were not recorded See Printing Miscellaneous Recordings Not Returned for more information Process 1 Click on Add and enter document information Don t forget to use Ctrl F7 to specify the Purchaser stored in the applicat
10. anticipates the need for substantially greater faxing volume than can be achieved through standard desktop faxing products like WinFax Pro and others You ll need to set up a fax server with specialized hardware and software Please contact MCS for further information e Email For printing Title Reports only TACS checks the parties named in the application for email addresses If found TACS prepares a message attaches pertinent report documents and emails these to all parties for whom an email address is found Prior to emailing documents TACS converts the documents to a format which cannot be edited by the recipient Note that recipients must be able to receive the documents from their inbox and get them to a printer You may wish to contact MCS for further assistance in setting this up Notes 22 To use Word Connect Microsoft Word must be installed on each workstation Word must be at Word 97 service release 2 or higher whether installed by itself or as part of the Microsoft Office product suite TACS Word templates are stored in X Vfp Tacs Template where X is your network drive commonly F Use caution when making modifications to the templates In particular a Understand and look for bookmarks within the template They re usually cryptic text items like AgName or AgAddr1 TACS looks for these and replaces them with data from the system You can reformat these or move them Deleting them will cause system failur
11. are transferred Also establish the revenue and liability account names used by QuickBooks when check transactions are exported to QuickBooks For more information about exporting data to QuickBooks see Bookkeeping in this Guide Process 1 Click on Add and enter the name in the QuickBooks Chart of Accounts given to the Recording checking account This is the revenue account that will be debited when check transactions are written in QuickBooks 2 Next enter the offset liability account Since QuickBooks uses standard double entry accounting procedures this is the liability account that s credited when check transactions are written 3 How should TACS refer to your Recording account Enter that name next More than likely you simply call it Recording 4 Continue with your other accounts Note that TACS will need the QuickBooks account names for all your accounts Though checks are generally written from Recording and Escrow only the system needs these names for Deposit transactions when the file is broken down 5 Click on Save to save the data Note that since only one set of accounts is assumed the Add function will no longer be available Clearance Companies Functions File Maintenance Clearance Companies Enter the names of companies to whom you ll be writing for clearance Process 1 Click on Add and enter Clearance Company and Clearance officer information 2 Click on Save to save the data 16 Client
12. grid showing several exceptions already selected You can make modifications here 6 Optional Click on Insert You can now enter an exception immediately above the one just entered regardless of its place in the current list 7 Optional Page down On page 2 you ll be able to view the current exception in its entirety 8 Optional If you choose to edit the exception as in 5 above you can press Ctrl Fx key combinations to append fixed text that you may have entered in Agency Maintenance See above 9 View in its entirety and revise the current exception Note the memo field editing is limited You can indent segregate paragraphs and other light editing To obtain more word processing power print Schedule B using Word Connect 10 Click on Save to save the data Additional Function Insert List Std Set Reuse Click on Insert to insert an exception above the current one List the group of exceptions selected for the current file When you list exceptions you can a Modify the exception text Though scroll bars are provided to move through the text the best way to modify text is to select the exception by clicking on it anywhere click on Ok and then dropping down to Page 2 of the Exception data entry screen You ll see the exception there in its entirety and editing will be somewhat easier b Modify report sequencing by changing the sequence numbers Bring up the list of Standard Set criteria Select the set you
13. in the Application for the Current File The complimentary copy list is generated for each additional party in the application including the two CC s In the popup that allows you to select the signature and other data you can also designate that the letter be addressed to some other party and the applicant copied In the small box at the top of the popup select the party to whom the letter should be addressed and below select the parties to be copied De selecting a party from the CC list will remove the name from the list If you correspondence is Word Connected you can use Word to prepare envelopes Alternatively you can print labels for all the parties to receive letters or copies See Report Mailing Labels above for detail Those users knowledgeable of the Word Mail Merge feature may wish to generate business letters to people or businesses contained in TACS files Please contact MCS for more information about how to obtain name and address information from TACS data 49 Setup The following lists should be entered into the system to provide name and address information for the various letters See Setting Up and Getting Started for detail about entering data into these files 1 Clearance companies Examiners and Title Search Companies Note that since Title Search Companies are commonly referred to as Examiners these will go into the same table as Examiners 3 Building Inspectors are entered in the appropriate record for th
14. information e Cover Letter Title Report cover letter e Freeform Text Prepares a letter with heading addressee Re information salutation closing and complimentary copy list You just type in the letter text e Letter to Building Inspector Request for C of O The system obtains address information from the Municipalities file based on the municipality specified in the Application for the Current File It will even specify the amount of a check enclosure e Letter Requesting Tax Information Request information required for preparation of the Tax Search e Miscellaneous Item Letter Create a cover for a list of enclosures Enclosed herewith please find Check off from among over 20 items To customize or modify this list please contact MCS e Mortgage Policy Cover Letter e Note to Examiner Prepare a letter to your examiner requesting title examination Choose among 11 examination type or enter the exam type you d like e Omit Letter Generates a letter specifying a list of omitted exceptions e Order Departmentals Generates a request for departmentals to the Title Search Company you select The list of searches is obtained from the application and the 50 Company Code will be obtained from Agency data for the Agency named in the Application The system will also ask if the date of the letter should be posted in Status If you answer yes the system will post today s date in the system Status area for the searches orde
15. left blank the system will automatically enter the sales rep associated with the client as entered here 4 Click on Save to save the data or if you wish to insert default billing charges click on Page Down Input the charges that you wish to be defaulted for this particular client If you wish for these charges to be set for more than one client click Copy This button will give you the option of setting charges for all clients all client not already set up with defaulted charges or all clients with the same firm name 7 f you find that you would like to take the defaulted charges off this client click Reset This button will give you the option of resetting default charges for all clients all client not already set up with defaulted charges or all clients with the same firm name ow Additional Function Examine several records in a grid Select the current record from the grid Print mailing labels for Active or All Clients PrtApps Print personalized Insurance Application forms for use by your client Printalistofclients oo PrtList Print a list of clients Copies default charges to selected and additional clients Reset Resets default charges to selected and additional clients Closers Functions File Maintenance Closers The list will be used the Closing Scheduler Process 1 Click on Add and enter name and address information for your closers 2 Click on Save to save the data 17 Counties Fun
16. listed in alphabetical order But character fields can contain numbers eg 121 East 14 Street and blank characters As far as lists are concerned you ll see blanks come before numbers and numbers before letters ordered from the leftmost character to the rightmost If you re looking at a list of clients for example and the list is ordered on firm name and further if many of the attorneys listed aren t really members of a firm then you may have to move down the list somewhat before you get past the blank firm names Add Delete Change Save and Cancel TACS employs two fundamental modes of operation enter mode and change mode You select Enter mode by clicking Add and Change mode by clicking Change No data can be entered or modified until you click on one of these buttons Once you do in almost all cases no other system navigation is available like selecting an item from the screen menu or moving among records until data being entered or revised is Saved In Enter mode data is being entered into tables for the first time When you click on Enter the system appends blank records to one or several tables When you click on Enter in Application records are added to the Application table the Billing table which will contain the purchase price as fee policy amount and the mortgage amount as mortgage policy amount the Policy table which will get the insured s name and underwriter and others It s important to note that only a few
17. not been sent out and were either due to be sent before today are due to be sent today or are due to be sent tomorrow Abstracts Due Lists abstracts that have been requested but have not been received Abstracts are either due to be sent before today are due to be sent today or are due to be sent tomorrow Status Combined Creates a list of municipals reports and abstracts that are either late due today or tomorrow Gives the option of displaying all over due files or just the current title Commission Basis Calculates the commission for a selected salesperson Calculation based on percentage set in Functions File Maintance Salesperson g Financial Reports i Breakdown Summary Creates a list of Account Breakdowns for a selected date range Separates the files per underwriter ii Transfer Statement Displays a listing of Deposits Transfers per underwriter per a selected date range iii Escrow Reconciliation This report lists the escrows from a selected deposit date range a specific title number or for a specific underwriter It includes a total Escrow deposit Escrows dispersed and Escrows remaining iv Deposit Register Obtained from Bookkeeping data reports deposits made to various accounts during time periods you specify v Dispersment Journal Creates a detailed listing of all Dispersements for a scheduled Dispersment date range Separates accounts according to Underwriter and includes check numbers vi Dispersment Sched
18. of the title report Policy data entry File Status and Recording you can assign text segments to up to 6 Ctrl F key combinations Note that Ctrl F7 Ctrl F8 and Ctrl F9 will automatically bring in the Purchaser s name s Seller Owner s name s and primary property address respectively for the current file regardless of where you are in the system ii Print Preferences Personal Customize the printing setup for your specific computer iii Other Personal Preferences Change size of program window and adjust sender email set up iv Print Preferences System Wide Customize the default printing setup for your TACS system v Other Preferences System Wide Set up auto incrementation of title numbers Specify the location of your Departmentals and Scanned Documents and Customize your Billing Labels vi Exception Preferences Add and change the names of your Standard Exception Sets Set up a separate page for C amp Rs or Customize your affirmative insurance language Word Connect Plus Print your Word documents using TACS data elements i Print Bookmark List Print the list of data elements that can be obtained from TACS and placed into your Word document A description and associated bookmarks are listed ii Select Print A list of your documents is presented You select the item you d like to print TACS replaces the bookmarks you placed in the document with data obtained from the current file Print the document immediately or
19. other lists in TACS a light blue column heading indicates that the list is ordered on that column Dark blue headings indicate that the column could be ordered on that column by double clicking on the column heading A message box indicating the check date appears Continue or abort at this point A popup indicating the initial check number appears Keep or modify the initial check number or abort the process by clicking on Cancel The checks are printed and an import file is created for QuickBooks The name of the file is Checks IIF and it s located in the C Vfp Tacs directory If there was no problem with check printing see next item go into Quickbooks and assuming you have QuickBooks 2000 go into File Utilites Import That will bring up the Window File Open dialog Select the import file and import the data If there was a problem with printing eg the printer grabbed two checks at once and now check numbers are off by 1 or if the checks do not agree with data in the Disbursement Schedule you can correct the data in the list on page 5 of Bookkeeping for a given file and then run through the check printing process this time just generating the QuickBooks transactions that are correct Closing Schedule Title Report Certification Page Arrange your closings and attach pertinent information adjournment contin information etc to them Process To schedule a closing 1 Select the month and year from the dropdown
20. selected for the policy that you re currently working on the system will copy out the set of exceptions originally entered for the report When you re finished selecting the Set of exceptions for the policy the system will save them separately in either the Mortgage Exception File or the Owner Policy Exception File and leave intact the original report set In order for the system to determine which file to add newly selected exceptions to the policy type must be entered for any policy record that exists for the Current File If you get an error that says A policy record does not have an M or O policy type make sure that all Policy records have the type entered Process 1 Using the above path into policy exceptions if two policy records exist for the Current File you will need to select the policy from the grid 2 Click on List Note the additional column on the left with check boxes in it and the command button Delete Checked If this is the first time into the exception list for this policy you ll see all the Title Report exceptions and each check box will have a checkmark in it The idea is to uncheck those exceptions that you want to keep and then to click on Delete Checked You ll then quickly omit all unneeded exceptions 3 Click on Add to add any additional exceptions needed for this policy 4 f you re adding say a subordinate mortgage that needs to print on a separate Schedule BII for the underwriter named in the appl
21. signatures as any other endorsement Process 1 Following the above path select the policy to which you like to add an endorsement If there is only one policy record for the Current File no grid will appear the selection will be unnecessary 2 Click on Change and type the endorsement text 3 Click on Save to save the data 45 Status File Status Status File Status From the time the application is taken to the time the report is sent and beyond use File Status to track various activities and checkpoints for a given file Most data will be entered by the user However the system will enter certain dates for you e When you create an order for departmentals the system will enter the order date and then the due date The due date is set at 7 days from order date e When you request a new survey the system will post the order date in Status e With prior arrangement with MCS you can have the system post a report due date which is a certain number of days from the application date This can then be used to run Reports Due reports Process 1 Click on Change A record in the File Status table was created at the time the application was entered No record need be Add ed The original one will be modified 2 Enter status information in 3 pages 3 Click on Save to save the data Additional Function Chronology The chronology is a list of all pertinent events relating to the Current File These include application dat
22. the 5 row you must turn the sheet around to continue printing on subsequent runs File Labels These are designed to print application information to fully half of an 8 Ye x 11 sheet and can be used on the outside of file folders Use CompuLabel shipping labels stock no MLL8555 100 sheet box or BLL8555 250 sheet boxes The product code is MEGA8555 Visit CompuLabel at www instantcompulabel com In addition you can print the following documents Contin Prints a Continuation Search for the current title General Affidavit Closing Affidavit Mortgage Payoff Indem letter Affidavit Special Survey Endorsement Notice of Availability Owners Insur Refers to a Notice of Availability of Owner s Title Insurance Notice of Availability Market Value Refers to a Notice of Availability of Market Value Insurance Owners Sellers Affidavit Buyers Affidavit Seller Affidavit Refinance Affidavit Notice to Borrower Electric Tax Forms Tax Forms Authorization Tax Return Yonkers Tax Return Mount Vernon TP 584 Administrators Deed Executors Deed Quick claim Deed e Bargain and Sale Deed with Cov Policy Printing Policy Clicking Printing Policy will bring up a popup with Policy items If there are two policy records for the Current File you will first be asked to select which policy to print To print the entire policy click on the large square in the lower right Be sure that you ve entered pertinent policy information in
23. the file 2 Click on Save to save the data Additional Function Print Use to print all file notes File Memo Title Report File Memo Use this page to track and date any relevant data for the current title Process 1 Click on Add and enter the name of the typist 2 Tab over and enter any notes for this file 3 If you wish to update existing data Click on Change instead of Add and enter in the appropriate data 4 Click on Save to save the data Open Issues Title Report Open Issues Use this page to track situations and events that will affect the closing of the title Process 1 Click on Add and enter the name of the typist 2 Tab over and enter notes for this file 41 3 If you wish to update existing data Click on Change instead of Add and enter in the appropriate data 4 Click on Save to save the data Special Searches Title Report Special Searches This section is for uninsured applications You can track Foreclosure Certificates Co Operative Certificates Attorney Searches as well as Single and Separate Searches Process 1 On the first page of the application select the Type dropdown box and select your search 2 Click Title Report Special Search a Foreclosure Search i Click Add Party to input a search ii Click Save to finish b Co Op i Click Change to input Co Op information ii Page Down to input Co Op Searches ii Click Save when finished c Attorney Search i Click Add P
24. the preview window you ll be asked whether you want to 21 print or not e Word Connect or WC Available only for correspondence and pages of the Title Report TACS loads data from the current file into Microsoft Word document templates and then brings the document up in Word You re then free to revise the document using all the word processing power of Word You can print directly from Word Though you can save the document as a separate Word file it s not advisable since the data is still in TACS and TACS has no way to reference the document You ll be returned directly to TACS Click on File Exit and when prompted to save changes select No You ll be returned directly to TACS See below for additional information about changing Word templates Options e Print to Default Use the Windows default printer To determine the relating to default printer click Start Settings Printers The default printer is the icon printers that s highlighted or is checked e Prompt Bring up the standard Windows printing dialog which allows you to select the printer In addition to selecting the printer you can also select other printer options like which drawer to pull paper from collating options number of copies etc Note that many desktop faxing software programs will install printer drivers which allow you to select faxing much the same as you would select a printer This is one way to obtain fax function e Fax This option
25. will change the Current File Look for a file with a certain title number application date applicant identified by firm name or first and or last name purchaser seller owner or premises identified by street number street name or section block and lot or any combination of these Place asterisks before and after text that you re searching for known as wildcards to find the text somewhere in the field searched For example by specifying Johnson in the Purchaser field the system will be looking for that name anywhere in that field Selecting an application from the resulting list will change the Current File Duplicate will create a copy of all schedules exceptions etc for the Current File It s useful when a file you re entering differs only slightly from one already entered Note that even though duplicate Policy records are created these aren t filled in with data from the current file since they generally don t apply like policy number policy date etc Click on Duplicate provide the new Title Number and that s it The Current File will be the file just created Order Departs Online Allows a user to email a request for departmentals to a selected Departmental Company Company code must be registered in Functions File Maintaince Agency Information Note Some setup might be necessary for this feature Contact Magram Computer Services LLC 27 Title Report Billing Title Report Billing App
26. Billing fields for example are being entered at application time Others will be entered in the Billing function But when you get to the billing function the Billing record will have already been Add ed at Application time and so the Add button in the Billing screen will never be available In Change mode records are revised Click on Save to save new data or record your changes When you click on Save to leave Enter mode you will not be able to return to Enter mode At this point you must click on Change to add additional or modify existing data in a record Be careful not Save blank records by Clicking on Add and then immediately clicking Save Blank records can create confusion down the road by showing up as blank space in drop down lists and popups Click on Delete to remove the record on the screen In many cases you ll be asked to confirm a deletion To delete an entire file use the Delete button in the Application See Title Report Application in Using the System for more information Click on Cancel to back out any changes you ve made or new records added Multi User Operation For all intents and purposes the information you type goes into the memory of your computer They re not written to the disk in your computer or the server until you click on Save When leaving Enter mode the record s is are simply written out When leaving Change mode each field is compared with the same field when originally read from the di
27. Departmentals Prepare the Report page covering the results of Departmental Searches if ordered For each of 15 types of searches on 5 data entry screens there are three mutually exclusive check boxes Information to Follow See attached and None Requested None Provided If selected these will be printed below the corresponding heading on the Report page If these fixed text items selected with checkboxes don t apply you can type the appropriate text in the edit box Items for which no selections are made and nothing is typed in the edit box will not appear on the Report page and the item heading Certificate of Occupancy Search Housing and Building Department etc will not print either Note that the system assumes only one record in the Departmentals file for the Current File Add is enabled and Change is disabled if there are no current records Add is disabled and Change is enabled if there is one Process 1 Click on Add to enter departs information Check the appropriate checkbox for each type for which data should appear in the Report or type the appropriate text 2 Click on Save to save the data Additional Function Auto The Auto button will update the departs page to match the information on Status File Status For example If the Fire Search is marked as returned in File Status the Departmental page will return See Attached when the Auto button is clicked 39 Title Repo
28. Magram Computer Services LLC Title amp Abstract Control System User Manual Magram Computer Services LLC 5 Robins Lane Saugerties NY 12477 845 246 8859 Fax 845 247 0978 Latest Revision 4 24 06 Table of Contents Title amp Abstract Control System sss nennen nennen nnne enne 4 System OE ME 4 Organization EM 5 Basic Data Entry and Screen Navigation ssssssssssse eene nennen 5 Fields Records Tables cccccccscsssseseecececeaneesseccececeaeeuseeseceeeeceauaasseceeeeceaeaasaeseeeeeeeeanansneeseesees 5 GonttolSt stairs cu ee S e E c E dL ci Ne eh tl ta 6 e 7 Add Delete Change Save and Cancel sse enne enne 7 Mu lti Dser Operation s see bee nen dehet tn ees 8 CUTE Elle3z5 do e Dedo 8 Th TAGS MalnMernbizs m au dotum attests atta LS 9 LOOKUP TADIOS ccc sch tee detta elei De eat teiea ordeo tstemndibd 15 Printing Preferences a Sueton ipae did 21 Keyboard Shortcuts deett rete tea bestiae e a eta bert tela te re iere Dent 23 MIMS REDON c statt diesen tote cere dee bett eti dieat ia dide 24 APpliCation LL 24 HEIC CP 28 BMN eI 28 Title Repon EE 30 Gertification Page cin et Deep ciet d eh eet 30 Title Reponen ech nein isthe id ee dad 31 Schedule B Exceptions 2 1 death adie adel peer ci ada pine edad d ep epe ca enc a ieee 31 BEI E ET 35 Desc aii 35 Tithe Replica dad 36 Moa ii da 36 Title Ropon da ii
29. Printing Miscellaneous Reports Disbursement Schedule This report is a compliment to the Bookkeeping function It s primary purpose is to serve as a guide for Escrow and Recording check writing indicating which checks are to be written and when Planned disbursements for these will have been created in Bookkeeping Note that if you use TACS to write the checks the criteria used for selecting planned disbursements for checks is the same as used for reporting disbursements here Process 1 Enter the from and to dates for planned disbursements The to date defaults to today s date Select All accounts or just Escrow or Recording Select All counties or a particular county You ll generally want to show undisbursed items but you can report all disbursements Click Ok aR wh Management Reports Management reports are segregated from others because they may contain sensitive data If this printing function should be password protected please contact MCS Client Activity The Client Activity report provides information about where business is coming from and how much If you ve been entering the cancel date in the application you can determine what business is falling through the cracks and from whom The report can also be used to determine commission basis data for your salesmen Printing Management Report Client Activity The Client Activity Report summarizes or details files Entered into the system between dates you p
30. R text to an exception that may read Covenants conditions easements leases agreements of record etc more fully set forth you must create this exception in Exception Maintenance for your list of exceptions Printing Preferences Printing Preferences In printing setup you select options relating to the printing operation and options relating to the printer you use Click on Change Add is grayed out there will never be more than one record in the print preferences file and indicate preferences by clicking the various radio buttons Options e relating to printing Print The print job is sent immediately to the Windows default printer To determine the default printer click Start Settings Printers The default printer is the icon that s highlighted or is checked Preview Select or P C TACS will bring up the document in a preview window so that you can see the document before it s committed to paper You can always go back and modify the data presented but you cannot make revisions in the Preview window Using the toolbar in the preview you can zoom in or out or move among pages of the document Clicking on the document itself will cause zoom out Use the magnifying glass to click on and zoom in on a certain section of the document Important always exit preview by clicking on the exit door in the preview toolbar and not by closing the preview window by clicking the X in the upper right corner When you exit
31. and actual amount Recording Escrow Register Printing Financial Report Recording Escrow Register This document will display the checking information for the dates selected by the user for the Recording and Escrow accounts The register will display total for each Underwriter 56 Closed Not Deposited Printing Financial Report Closed Not Deposited This report will list all titles that have a closed date but do not have a deposit date Special Searches Depending on the type of application for the Current File the system will generate all documents pertaining to the type of application Special Searches are Word Connected only no other printing preferences are available Any pertinent data entry required for the document printed will have been entered in Functions Special Searches See Functions Special Searches for more information Preferences Please refer to Setting Up and Getting Started Printing Preferences for all information needed to indicate what processes and which printers you d like to use for all your printing Special Searches are a separately priced TACS feature 57 Word Connect Plus Functions Word Connect Plus Word Connect Plus is an extension of the Word Connect feature In addition to placing data from the current file into standard TACS Word templates you can place certain data from the current file into any ancillary document you have created in Microsoft Word In addition to your d
32. and provide an area for recording information to be written Information written onto the report is then transferred to TACS on return The Reported field coupled with Recording Date will be the basis for the exception report Recordings Not Returned See below Process 1 Enter the date range Document selection will be based on the Input Date the date the document was entered into TACS 2 Click on All Unreported to report documents that did not appear on a previous report If this is left unchecked then a documents entered into the system will appear on the report This may be desirable if for example documents were returned and are being reported again This is also useful if you re preparing more than one report on the same day Click Ok 51 3 Agrid now appears allowing you to see the documents that will appear on the report The column labeled S means Selected At this point you can uncheck any item that is not to be reported The column labeled R means Reported or reported on a previous report Don t forget that the light blue and dark blue column headings can be used to reorder the list see Overview 4 Click Ok 5 The system will ask if the items listed on the report should be marked as Reported If you respond Yes a control will be placed on the record preventing it from being reported again on subsequent report runs Recordings Not Returned Printing Miscellaneous Reports Recordings
33. arty to input a search ii Click Save to finish d Single and Separate i Click Add to add a property ii Click Save when completed 42 Policy Policy Data Policy Policy Data Most data necessary for the creation of the Policy will have been entered for the Title Report The policy will need data from a single data entry screen a set of exceptions usually taken from the set established for the report and perhaps a blank endorsement When it comes to printing the policy you can select only those items for printing you d like or you can also elect to print the entire policy In that case to determine which endorsements to print the system will refer to Billing to see which endorsements have been selected there Important When the application was originally entered a record was created in the Policy file to contain the name of the underwriter and other data relating to policies The first time you work on or with a policy for the Current File you must change that record i e click on Change and go into Change mode If you re adding another record say for the Fee Policy you must click on Add and go into Enter mode Note To minimize error the system does not normally allow the creation of more than two policies for the Current File To extend the number of policies you can create return to the Application for the Current File and duplicate it It s suggested that the new file number simply be the same as the original one but wit
34. at TACS will figure premiums for a given file These same data are available for revision in Policy data entry and Bookkeeping page 3 But the premiums will not be figured when purchase price and or mortgage amounts are entered or changed in the Application Some additional notes on premium calculations a Mortgage and transfer taxes are also calculated when you move through policy amounts See Notes on Mortgage Tax Calculations above b Other rates like special rate endorsements and taxes which depend on policy amounts will be recalculated when changes are made to the policy amounts But since these calculations can be overridden by the user the system will ask if you want the recalculations to be done Any non blank character will cause TBD to print on the confirmation for policy amounts If the amounts are filled in and you also indicate TBD with say an x TBD takes precedence and prints Indicate amounts for your Agency charges and select Endorsements from one or several drop downs The system will figure the premiums See document Overview for more information about using drop down lists Enter preliminary Recording information These data will print on the Closing Statement and or Bill and optionally the Confirmation Call MCS for further information about printing Recording data on the confirmation Once verified in Bookkeeping data entered here can guide TACS in check printing and in creating a set of documents to
35. ata here with C amp R data applicable to this file 3 If in Agency Data Maintenance you indicated that C amp R exceptions are to print separately then any exception with a number beginning with CR will print on a separate page 34 Title Report Description Title Report Descriptions Enter property description Tip To reduce time in typing lengthy descriptions consider scanners high quality flatbed scanners and software work best cutting and pasting from Windows documents or reusing descriptions from other files Also consider placing common property description text like All that certain plot piece or parcel of land Running thence etc behind Keyboard Shortcuts See Setting Up and Getting Started Keyboard Shortcuts for more information Process 1 Click on Add Indicate the sequence number You can type more than one description record 2 Typein property description information 3 Click on Save to save the data Additional Function Reuse Bring in a description from another file 35 Title Report Mortgages Title Report Mortgages Enter Title Report Mortgage data Note that many underwriters use the exception Mortgages returned herein x among boilerplate exceptions printed first on Schedule B If you specify COUNT for the intersegment prompt when setting up these permanent exceptions the system will be counting the mortgages for the Current File entered here and the prompt w
36. be recorded See Bookkeeping and Recording functions elsewhere in this document for further information Enter miscellaneous Recording items Click on Save to save data Title Report Certification Page Title Report Certification Page Enter Title Certification data Process Page 1 1 Click on Change and enter effective date 2 Estate type defaults to fee simple Since these same data will flow to Policy Schedule A here s where you would indicate Leasehold if you were issuing that type policy 3 Note that much the data for the Certification Page has been brought over from the Application Page 2 4 The data entered in the edit box with the prompt Property may be conveyed or mortgaged by will be printed on Schedule A Certification following fixed text regarding the individual or individuals in whom the title to the estate is vested in 5 Source of Title is printed after the same text on the printed document and usually begins with By deed from etc See figure 1 Title to said estate or interest in said land at the effective date hereof is vested in Kenneth J Daley and Ellen M Daley husband and wife Source of Title By deed from Joe Johnson and recorded in the Ulster County Clerk s Office on Page Figure 3 Shows how responses to the prompts Property may be conveyed or mortgaged by and Source of Title will be printed on Schedule A Certification 6 Click on Save to save the data 30 Title
37. bring it up in Word for further revision 7 Printing With few exceptions all TACS printing is initiated here Confirmation Print fax or email the confirmation b Report Print the entire report or individual pages The printing dialog popup that appears will also allow you to print related items namely the Bill and Closing Statement any additional optional Report pages the Affidavit For Special Survey Endorsement a Notice of Availability of the Fee Policy Mailing Labels and File Labels Separately priced TACS feature 13 c Policy Print Policy documents Print an entire policy all at once by clicking on one button in the popup In that case the endorsements that print will be the ones selected in Billing Data Entry d Corres pondence Select and print all letters here Order departs and new surveys here since they re basically implemented as letters e Miscellaneous Reports iv V Vi f Manag client i vi Remittance Report Enter the month and year the agency or all agencies and the underwriter or all underwriters and generate the Remittance for that month Recordings To Be Recorded Generate a list of documents entered into the system during a particular period or a list of those which haven t yet been sent for recording Obtain recording information on the report to be entered later for the documents Recordings Not Returned Provides an exception report of documents
38. crows and all planned disbursements for that file Municipals Print an exception report showing late departmental searches During the application process the searches to be ordered are selected Then the letter requesting the searches is generated When it is you can instruct the system to enter the order date and due date The due date is arbitrarily set to 7 days If you d like to adjust this please contact MCS When the departmentals come in the receipt date is entered into the system 54 This report will show items for which there is no receipt date and the current date is beyond the due date Process 1 Select the Title Search company from the dropdown list or allow the system to report for all companies 2 Select an as of date The system will report items due before this date 3 Select a preferred sort order and click Ok Reports Due If you enter a due date for the Title Report for the Current File in Status you can print a report of files that are late i e due before the date of the report due the date of the report or due the day after the report date A file is a candidate for selection if the first Date Sent field under Report Sent in Status is empty Process 1 Select the date criteria and click Ok Surveys Due This report tracks Surveys that have been requested and that are due today tomorrow or are Late Survey input due dates and return dates are located in File Status Turnarou
39. ctions File Maintenance Counties TACS is installed with all New York counties pre loaded in the County file Information relating to mortgage and transfer tax rates and other information are associated with counties For counties you do business in you tell TACS to whom to write Recording checks Process 1 Click on list and select the County you want to work with 2 Click on Change and enter the name of the payee for Recording checks 3 Also indicate whether TACS should aggregate amounts written for Recording into a single check or whether individual checks should be written for each Recording Do the same for Escrows 4 Under Mortgage Tax Pct the user has the ability to change the calculated mortgage tax percentage Contact your underwriter to obtain an updated list of mortgage tax increases 5 Click on Save to save the data Escrow Payees Functions File Maintenance Escrow Payees This table lists the name and addresses of payees for escrow checks This list is used in the recording accounts section of Bookkeeping Examiners Functions File Maintenance Examiners The Examiners table serves a dual purpose It contains the names of individuals to whom you generally write to perform Title Examinations Since they re commonly referred to as examiners as well the file also contains the names of Title Search Companies When you write the Note to Examiner the system will present a list of Examiners Names When you orde
40. d Closing Statement Certification Enter data exclusive to the Title Report Certification page Mortgages Enter mortgages Attach Assignments and Agreements to mortgages as they re entered Exceptions Enter report objections Description Enter Schedule A description Judgments i Judgments ii Federal Tax Liens Departmentals Indicate departmental searches returned Tax Search Enter data for the Tax Search page Optional Page Generate an additional Report page containing miscellaneous data as needed File Notes Use the file notes area to attach any significant notes to this file like pertinent phone conversations or dates File Memo Use the File Memo area to keep track of any changes to the title Keeps track of the date and the user Open Issues Use Open Issues to keep track of any circumstance that will inhibit the title report from closing Keeps track of the entry date and the user Survey Reading Enter the Survey Reading Policy Data Use this path to enter all policy data Having entered many data elsewhere in the system the policy data entry screen will consist of one page of 10 C 5 Status a b data for all policies Policy amounts and premiums can be checked and modified here Exceptions Enter policy exceptions If more than one policy has been entered for the current file you ll be prompted for which policy exception set you d like to work with The system will check to see if a set of exceptions
41. d all at once You can designate 5 such criteria e Split out C amp R s to a separate page e Designate certain exceptions to be stripped of a sequence number and printed at the end of the list of exceptions This is designed to handle items that begin with Note or For Information Only e Establish up to 12 text segments that can be appended to existing exceptions Originally designed to add affirmative insurance language the feature can be used to append any text e For underwriters requiring subordinate mortgages or other exceptions to be printed on a separate Schedule BII provision is made to segregate such exceptions Setup Refer to the appropriate sections in Setting Up and Getting Started for a complete discussion on how to enter information into the appropriate areas Be sure the following areas relating specifically to generating Report Schedule B are complete 1 Enter permanent boilerplate exceptions for each of your underwriters Refer to Underwriters in Setting Up and Getting Started 2 Indicate preferences for C amp R s exceptions that begin with specific text and how to group exceptions Refer to Agency Information See also Working With C amp R s below for more information 3 Enter exception text that can be entered with a single keystroke Refer to Agency Information 4 Enter your list of exceptions your Exception Book 31 Process Page 1 Page 2 32 1 Click on Add to begin entering exce
42. day Whether you provide default values in system setup or the system provides them as you use the system you ll a ways be able to override them All mailing labels printed in TACS assume Avery 1X4 inch labels stock number 5162 The are 20 labels per sheet 10 rows 2 columns It s not necessary to fill every blank space If you re not likely to write to a Building Inspector for a Certificate of Occupancy because these come from Title Search companies then you can leave the Building Inspector information in Municipality Information blank Lookup Tables Agency Information Functions File Maintenance Agency Information Process 1 Click on Add and enter agency name and address information 2 Type a Y or N for Use As Default If you have a multi agency enterprise and you ve Add ed more than one agency the default agency is the one automatically selected for new applications You can override the selection at that time Basically the default agency is the one used most often 3 Enter authorized signatures titles and initials The default letter signature is the one who most often signs letters It s the one that will already be selected in the drop down list when you need to select a signature for any of the correspondence Note that the endorsement signature and default letter signature are quite often the same person In that case enter the name twice Page down to input additional signature names On the next page i
43. derwriter or any combination A comprehensive Bookkeeping function Its primary purpose is to 1 Control the breakdown process and suggest account transfers 2 Report which recording and escrow checks should be written and when 3 Write not to exceed blank checks and export the transactions to the QuickBooks check register as printed checks Check can be written in the aggregate or separate as needed 4 Control collection overages or insufficient collections and transfer to Operating Generate the Remittance Report by simply specifying the month and year of the report and clicking Print Direct fax email and other print options including Word Connect the ability to bring up documents in Microsoft Word for final revisions Word Connect Plus a separately priced feature enabling agencies to create their own Word documents with placeholders for any of hundreds of TACS data elements and to print with a mouse click A status subsystem to track files from application to post closing activity The system includes an events chronology showing in one place everything that s occurred for the file Special Searches a separately priced feature enabling agents to take orders and produce documents for the more common non insured services such as Condo Searches Co op Searches Certificates of Foreclosure etc Although the primary tangible product of the title agency are attractive documents TACS is built on Microsoft Visual FoxPro
44. ds the user a number of useful options This area is divided into three areas In Other Agency Preferences a user can activate and customize the automatic update of Title numbers In Other System Preferences a user can set a due date for title reports and specify the folder in which emailed departmental files and scanned images are chosen from In Billing Charges a user can customize the name of the billing charges that appear on the second page of Title Report Billing Process 1 Click Change 2 If auto numbering is preferred check the box labeled Automatic Increment Numbering 3 In the box labeled Title Number Format specify the structure of the title number Indicate the prefix for the intended title number the title number placement 9 the date 1 then specify the county 2 ex WTO 9999 11 22 4 In the box labeled Next Sequence Number specify the actual title number you wish to start with For example if your next intended title number is WTO 00023 04 SU then you would put 23 Repeat steps 1 4 for a second Title Number 6 Indicate the number of days you wish a report to be due in the field labeled Rpt Due in Days By default the Reports are due in 7 days 74 7 Indicate the path in which the system should look of Departmental files and Scanned Documents By default the system will locate emailed departmental files in the folder marked Departs in the TACS folder The system will locate Scan
45. e b Carefully track and document a changes that you make At MCS we re commonly revising these templates ourselves many times to contain additional information When we update your system you will need to reapply changes that you ve made Keyboard Shortcuts Functions Preferences Keyboard Shortcuts Create up to 6 keyboard shortcuts using Ctrl F1 through Ctrl F6 to speed data entry in the Application Billing Data and Title Report pages Policy data entry File Status and Recording data entry The keyboard shortcuts can only be used to enter data in textbox type controls See document Overview for a discussion of control types Note that regardless of where you re working in the system Ctrl F7 will fill in the Purchaser s name s found in the application Ctrl F8 will bring in the Seller Owner Ctrl F8 will bring in the property address Process 1 Click on Select and choose the area of the system for which you d like to set up keyboard shortcuts 2 Click on Change and type the text you d like to flow in when the Ctrl F key combination is pressed You must limit the text you type to ess than 254 characters 3 Click on Save to save the data Additional Function Print Print the list of keyboard shortcuts for reference 23 Title Report Application Title Report Application The application is the primary repository for data in a file Most of the transaction details parties to the transaction property
46. e any correspondence that s been generated policy creation items sent for recording and status items contained among the current Status screens Auto Will update File Status for all returned Departmental searches Location for Departmental Searches is located at Functions Preferences Other Preferences System wide 46 Printing The various printing functions available in Printing in the main menu correspond to the items in Printing setup Set Setting Up and Getting Started The items appear in the left hand column on the Setup screen Recall that for each item or item group you can specify choices relative to printing and selections regarding control of the printing process which printer number of copies faxing etc There are two types of report printing Miscellaneous and Management Management reports or any other function for that matter can be password protected so that information presented in these reports can be viewed only by certain individuals For further information please contact MCS It s never necessary to leave the current process to accomplish printing Select the item or items that you want to be printed and you ll be back where you started Confirmation Printing Confirmation Summarize application and billing information into Confirmation to your client The Confirmation choice is grayed out and unavailable if no Current File has been specified Report Flex Print Printing Report Flex P
47. e Municipality in which they reside or do business 4 Taxing Authorities are entered in the appropriate record for the Municipality in which they reside or do business 5 Surveyors Process 1 Click on the letter command button 2 The system defaults the addressee to the applicant specified in the application You can change that at the top of the popup 3 Immediately below radio buttons for addressee selection are a series of checkboxes to be used to select other parties from the application to receive complimentary copies of the letter Select or de select the checkboxes as required Though not applicable to all letters the default is to select all additional parties to receive cc s Be sure that the addressee is not also selected to be listed among cc s 4 Click Ok 5 If the letter is Word Connected TACS data will be brought into the appropriate MS Word template and will be presented to you in the word processor for further revision If Word Connect is used you must print from Word When you re finished with any revisions click File Exit Word will ask if you want to save changes Consider saving changes only if you make extensive revisions that you don t want to lose Otherwise since all the data that came into the letter is in TACS click on No and you ll be returned to the Correspondence window Currently available letters and additional data input requirements e Clearance Letter The popup for signature and additional
48. ed on the item with the mouse Note also that you never have leave or close any window before proceeding elsewhere in the program If for example you re entering policy data and click on Title Report Application the System will close data entry screens relating to policy information for you and then open the Application data entry screen The only time windows are opened on top of other windows is when yellow popups are opened to acquire additional information needed for the current process and the yellow popup screens used for printing Fields Records Tables All data entered into the system are placed in tables The various tables are simply logical collections of information For example the Bank table contains name address contact information etc for insured lenders selected for a particular file The Client file contains firms and or names and addresses of any attorney or mortgage brokers who might participate in a deal as the applicant purchaser s attorney seller s attorney or bank attorney When entering information into the system on a particular data entry screen you may be adding or changing data in one or several tables Data elements fields like first name middle initial last name street number street name and so forth are combined into records The table contains groups of records Every effort is made to speed data entry by reducing keystrokes and by navigation design Relatively stable or fixed information is ent
49. ement containing a known or actual amount will not result in a not to exceed check The system will fill in the amounts in the checks Page 4 Escrows 6 Page down Verify or enter up to seven escrow deposits Page 5 Disbursement Planning Disbursements from Recording are made from the Recording bank account Disbursements for Escrow are made against and are associated with individual escrow obligations entered on Page 4 Escrows are summed and placed in the Escrow bank account and checks disbursements are drawn from this account 7 Page down If you ve let the system create the disbursements you ll see them on this screen Click on the Recording or the various Escrow command buttons to move among the various repositories from which disbursements will be made If you haven t allowed the system to create the disbursements for you just click on Add Disb and you can enter them yourself A few things to be aware of a lf you allowed the system to create your disbursements you ll probably need to go into change mode if you haven t already and modify the planned disbursement date If the planned recipient has not been entered type it in 64 The planned disbursement amount is the sum of planned disbursements The amount remaining to be disbursed is the sum of all planned disbursements for which there is no disbursed date in the grid If you write your own checks but use the Disbursement Schedule report to determine which checks to
50. ered on system installation When needed these data can then be simply selected from popup screens or drop down lists Controls These are the items on the screens into which you enter or select data and are fairly straightforward They re common throughout Windows based applications and generally relieve users from dealing with codes and abbreviations The most common is the textbox into which you simply type information Additional control types are the checkbox which generally enable you to make yes no or true false selections radio buttons which allow you to select among mutually exclusive choices and drop down lists which allow selection among a list of fixed choices Edit Boxes enable the entry of large amounts of data The property description is entered in an edit box A few words about dropdown lists A dropdown list allows you to select an item from a list Endorsements in Billing are selected from dropdown lists If you open the dropdown list by clicking on the small down arrow on the right you can select the item you want by clicking on it if you see it If you don t see it click on the up or down arrows above and below the vertical slider bar on the right of the list This moves the items in the list up or down one item for each click of the mouse You can put the mouse pointer onto the rectangle in the slider bar and while holding the left mouse button down move the rectangle up or down That will move the list up or down severa
51. exists for the current policy If not you ll be presented with the original Title Report exception set so that you can easily delete the group no longer applicable to the policy Note that even if you delete the entire group of exceptions the system will not bring in the original set from the Report again Blank Endorsement Prepare an additional endorsement to any policy using text that you enter File Status Track all activity for a given file This is where you can record when the report is due when it was read when the survey was ordered and from whom etc Track the order and receipt of departmentals A Chronology button in the File Status screen presents in one place all significant activity for a given file when the app was taken when and which letters were sent etc File Locator When Mary pulls a file from the shelf and gives it to Jim it s gone Unless you track files using the File Locator 6 Functions a b Quick Rates Quickly obtain policy and endorsement rates while at work anywhere in the system Print the data into a proposal File Maintenance Maintain all static fixed information to selected from drop down lists and popups Note that even if these lists aren t used elsewhere in the program for example if you don t use the Closing Scheduler and won t be selecting closers from the Closers table these tables can still function as a rolodex or contacts lists i Agency Information Maintain all inf
52. files Though time of day is not shown the last item in the sequence in the list should be the current location for the file Process 1 Click on Add This will bring up a popup into which location data can be entered The Given To dropdown can be a list of fixed office locations or can be a list of individuals Please contact MCS for location customization 2 Click on Save to save the data Note that in Change mode you can modify the data directly in the grid or by clicking on Edit in a more concise popup Additional Function Edit Available only in Change mode Select a line in the grid by clicking anywhere in the row Click on Edit and make changes in the popup 72 Preferences Keyboard Shortcuts Functions Preferences Keyboard Shortcuts Keyboard Shortcuts allow the user to set up and implement customizable sentences or phrases into each page of the title report by the use of keystrokes ex ctrl F1 Process 1 Click Change 2 Enter data into one of the six available fields 3 Click Save Additional Function Click Select to add and change keyboard shortcuts on other parts of the title report Report This printout includes both customizable shortcuts ctrl F1 F6 and defaulted shortcuts ctrl F7 F11 MEE Click to print all available keyboard shortcuts for the entire Title Printing Preferences Personal Functions Preferences Printing Prefs Personal Printing Preferences Through t
53. from either of the two pop ups and type the information in You can then click on Update Bank to update the Bank table on the fly if you d like to be able to select the bank from the list in the future If the Bank is unknown at application time click on Cancel in the first popup You can then leave the page blank or type in TBD if you d like that to show on the confirmation Just keep in mind that correspondence is normally copied to all parties specified in the application and you may not want To Be Determined to appear in a letter s complimentary copy list If you have two mortgages and would like the second mortgage amount to appear on the Schedule A Certification You MUST input a second lender Click Lender B in the upper right hand corner of the screen Input the name of the second lender then click Return to get back to Application NOTE You must be in change mode before going to the Lender B screen If the input fields are grayed out when you go to the Lender B screen Return to the Application Click Change then click Lender B once again Type in any additional parties you might like copied on correspondence These could be a real estate broker your salesman etc If you have more than two additional parties click the More button then click Add on the yellow screen When you are finished click Save then Return to get back to the application The certification is the language that follows the Bank name on the Report Certification
54. h an A or 2 suffix You ll then have two additional policies to work with Process 1 Click on Change or Add if you re Add ing the second policy for the Current File See Important note above 2 Enter M or O for policy type Depending on the type you enter the system will default the insured name bring in the underwriter and other data 3 Enter the policy number policy date and closing date Note that if the closing date is entered here it will show up in the application and in the status area Also note that if you use the policy date or closing date to determine which policies will be selected for the Remittance Report these dates will have substantial significance Adjust the policy amount and other billing data if necessary The data that you enter in the Title In field will print on Schedule A Mortgage Policy only after the label reading Title to the estate or interest in the land is vested in 6 The data that you enter after the prompt Mortgage made by Mortgage Policy Deed made by Fee Policy will print after the label reading The insured mortgage and assignments thereof if any are described as follows on Schedule A for the Mortgage Policy or will print after the label reading Title to the estate or interest in the land is vested in on Schedule A for the Owner Policy 7 Click on Save to save the data o R 43 Policy Policy Exceptions Policy Exceptions If no exceptions have been
55. heir Access Level 4 The employee will be the only person who knows and controls their own password It s not entered here in System Security setup When the employees logs into TACS for the first time using his her userid they will be able to use any password but once it s been entered it will be the one assigned to them permanently The password must contain 5 10 characters 5 Ifthe employee forgets his her password a Loginto the system as Admin b Click Functions Utilities System Security Locate the employee using List c Gointo Change mode and click on Update P W d Click on Save to save your changes The user will be able to log onto the system using any password just as when their userid was initially entered into the system System Security is a priced feature of TACS 70 Update Depart Status Functions Utilities Update Depart Status Allows the user to update the Departmental section in File Status for all titles The location for this search is determined in functions preferences other preferences system wide Archive Departs Functions Utilities Archive Departs This function will clear out the departmentals for closed files and archive them to the local drive of the user 71 Status File Locator Status File Locator Constantly losing track of files in the office Though it does require that the data be entered you can use the File Locator to determine the location of various paper
56. her transferred or retained among accounts Please contact MCS for further information 1 Functions File Maintenance Counties Provide payee information for the counties in which you do your recordings and indicate if the payee will receive checks in the aggregate for several recordings from several files Functions File Maintenance Checking Accounts Indicate the names of the accounts you use The intent of Clearance is if not Clearing or Clearance the name of the account into which all monies are initially deposited after a closing Post Closing Activity Process There are 5 pages of data entry in Bookkeeping 63 Though you will enter some data on page 1 the first page primarily summarizes data that follows Page 2 is an exact duplicate of Page 1 of Billing data entry The fields are the same Agency charge premiums and endorsement sums have been added Page 3 is used to put actual recording charges in and to indicate which checks might have been written directly Page 4 is used for Escrows Page 5 is used to plan disbursements from Recording and Escrow accounts Page 1 Summary 1 Enter Bookkeeping Functions Bookkeeping Select Current if necessary 2 The records in the various tables underlying Bookkeeping have already been created so the Add button has been disabled Click on Change 3 Enter the list of checks obtained at closing The sum is reconciled against amounts remitted to the underwriter checks
57. his command the user has the ability to customize their personal printing preferences Depending on the document the user has a number of options ranging from previewing the document P C Printing directly PRT or imputing the document into a word application w c In addition a user can select whether to have a printer chosen by default or to have a printer options prompted with each printing Process 1 Click Change 2 Select the document and select a printer option 3 When document selection is finished Click either Save or Cancel Additional Options Defaults Click Defaults if you wish your printer options of coincide with the preset system wide printer options Other Personal Preferences Functions Preferences Other Personal Prefs Other personal preferences controls system preferences not affiliated with printing Process 1 Click Change 2 Select system preference 3 Click Save or Cancel Print Preferences System Wide Functions Preferences Print Prefs System Wide System Wide Print Preferences sets the default Printer Preferences for the Network It allows the same functionality as Print Preferences Personal with the omission of the Default key Process 1 Click Change 2 Select the document and select a printer option 3 When document selection is finished Click either Save or Cancel Other Preferences System Wide Functions Preferences Other Prefs System Wide Other Preferences System Wide affor
58. ication enter BII in the Policy Page field 5 Click on Save to save the data Additional Function Insert Click on Insert to insert an exception above the current one List List the group of exceptions selected for the current file When you list exceptions you can c Modify the exception text Though scroll bars are provided to move through the text the best way to modify text is to select the exception by clicking on it anywhere click on Ok and then dropping down to Page 2 of the Exception data entry screen You ll see the exception there in its entirety and editing will be somewhat easier d Modify report sequencing by changing the sequence numbers Bring up the list of Standard Set criteria Select the set you want and all exceptions assigned to that group will flow in Note that the group will immediately follow the last exception entered Since no effort is made to present prompts for variable information you may want to click on List to make sure none is required or that you enter data if itis See System Setup and Getting Started Exceptions and Agency Information for more information about establishing groups and assigning exceptions to them Reuse Append the set of exceptions from another file Std Set 44 Policy Blank Endorsement Policy Blank Endorsement The blank endorsement function allows you to create endorsement text The text will be printed with underwriter page headings and seals and
59. ient and click OK The more characters you enter the closer the system will take you in the list to the client you re looking for When you select the client from the list and click Ok all pertinent data will flow into the application and you can go on to page 2 If the client is not in the Client table click on Cancel and type the data in for the applicant If you re likely to use the client again click on Update Client and the data will be added to the client file now In Change mode the yellow popup will not appear To bring it up you must click on S S Search and Select In any case whether in Enter of Change mode the Sales Rep associated with the client you select will automatically be entered if the field is currently blank Enter the city It s used in letters where property address is given in the Re Enter the primary and secondary municipalities from the popup These appear in the certification separated by a comma It s not necessary to enter both Select the County from the popup Though counties can be quickly typed it s best to select the County from the popup Any misspellings will cause the system to be unable to figure transfer and mortgage taxes in Billing Enter additional address information Multiple lots can be entered into a single field separated by commas eg 10 12 and 12 If additional address click the More button On the yellow screen click Add and input your next additional address For each additio
60. ile all Billing data all mortgages exceptions policies etc Recall File is the way to get it all back Just specify the title number for the file you d like to recover Caution Once Pack amp Reindex has been performed nothing can be recovered short of restoring from backup media System Security Functions Utilities System Security When System Security is enabled uses will be required to sign onto the system using their userid and password Users are assigned access levels in the range 1 to 5 Each menu choice on the TACS main menu and in some instances other function like the facility for printing client lists is also assigned an access level The user will be able to access the function if the access level assigned to him or her is equal to or greater than the access level assigned to the particular function When System Security is installed access levels assigned to various TACS functions is implemented by MCS personnel and compiled into the primary TACS System This greatly reduces the likelihood of compromise A permanent userid Admin is installed with System Security Its password is fixed and should be made known to as few agency personnel as possible Process 1 Log into the system as Admin Click on Functions Utilities System Security Admin has a unique access level of 6 and is the only user authorized to enter System Security setup 2 Click on Add and add the employee s name and userid 3 Assign t
61. ill be bypassed when printing Schedule B See Setting Up and Getting Started Underwriters Additional Function for more information Process 1 Click on Add The system will automatically enter the sequence number If you d like to modify the printing sequence use List See List in Additional Functions below 2 The date the satisfaction was received and the date the mortgage is paid need not be entered when first entering mortgage data these are normally entered later When entered the information is used to prepare the Mortgage Sats report of mortgages paid but not received 3 Whether a mortgage is shown on the mortgage schedule as Recorded or Filed depends on what s appropriate for the county The system defaults to Recorded Overtype as necessary Other labels Liber Page default as well 4 Click on Save to save the data Additional Function Insert Asgn Agree Add a mortgage record above the current one Attach assignments or agreements to the current mortgage Process 1 Click on Add Important Even though you re on the Assignment screen when you click on Add the system will ask if you re entering an assignment or agreement and then bring you into the appropriate data entry screen The system will automatically sequence the attachments Note that you cannot change the assignment agreement printing sequence by changing the sequence letter 2 The defaults for Assignor and or Party of the 1st a
62. ion for the current file and Ctrl F8 for the Seller Owner where needed 2 Youcan enter the date reported but that will be entered by the system when the recording log is printed 3 Click on Save to save the data 4 Return to the document record click on Change and enter recording information including Recording Date The system will check Date Reported If there s a date there it will then check Recording Date If there s no date there this document will appear on the Recordings Not Returned report 5 Click on Save once more Additional Function Automatically create Recordings in the Recording file If no Recordings exist for the Current File an error will occur if you try to create recordings where recording records already exist the system will look at Billing information for non zero amounts posted against items that may be recorded The system will fill in some of the data Default Party1 Party 2 data is entered as follows Document Type Party 1 Party 2 Seller Owner Mortgages 61 Assignment of Mortgage Bank Left Blank Satisfaction of Mortgage Bank Seller Owner Building amp Loan Agreement Purchaser Bank Assign Of Lease Rents Left Blank Left Blank Consolidation Agreement Purchaser Bank Modification Agreement Purchaser Bank Release of Mortgage Bank Seller Owner Satisfaction of Judgment Seller Ow
63. ither followed by the word None or See Herein or somesuch Then the C amp R s may follow directly or follow on a separate page Setup 1 2 33 Indicate in Agency Data Maintenance whether you want C amp R s to print separately See Agency Data in Setting Up and Getting Started In Exception Data Maintenance create one or several fixed text segments commonly entered on Schedule B as Covenants amp Restrictions If you intend for these to print on a separate page the exception number must begin with CR like CR 1 or CRCOV1 See Exceptions in Setting Up and Getting Started Create an exception in Exception Data Maintenance that can be overtyped with C amp R data that would be applicable only to the Current File Give it a number like CRO and in Segment 1 type Type C amp R data here Important If you intend to type C amp R data either as a sub list or paragraph immediately following text reading Covenants conditions easements in Schedule B do not include this exception among Underwriter permanent exceptions Instead create it among your own exceptions in Exception Data Maintenance so that it can be appended to or modified when used with C amp R data See Underwriters in Setting Up and Getting Started Process 1 In Title Report Select Exceptions select exceptions that begin with CR 2 If you ve created a CRO exception above select it Then click on PageDown and overtype Type C amp R d
64. ity percentage of over 25 of cancelled or unclosed titles Productivity Status Letter This function creates a letter requesting information on unclosed titles The user chooses which agency all deals or only those insured and the range for the titles close date Deposit Summary The report provides information about deposits made to your bank accounts It s designed to supplement the Bookkeeping function Process 1 Specify date range and click Ok Escrow Reconciliation The Escrow Reconciliation report provides information about monies held in or disbursed from escrow prospective and actual distribution dates purpose and other data Use it to reconcile planned disbursements with your bank account Two reports summary and detail can be generated The summary report shows escrows for all files for which there may be undisbursed amounts on file For each file for each escrow pickup the amount deposited the total disbursed and the amount remaining is shown The detail report shows in addition to the above each planned disbursement Since the level of detail for the detail report is substantial this report is designed to be generated for a single title number only Process 1 Leave deposit dates blank click on Ok and receive a summary report for all escrows for all files currently held or 2 Limit the summary report to escrows deposited between dates you enter or 3 Enter a title number and receive a detail report show all es
65. l items at a time When you see the item you want just click on it You can also click on the slider bar above or below the rectangle That will move list items up or down relative to the distance from the rectangle that the mouse pointer was when you clicked Dropdowns use a feature called Incremental Search When you open the list rapidly typing the first few characters of the item you re looking for will bring you close or right to that item The list order is significant Type the first few characters of the endorsement you want for example and you ll get on or close to that endorsement If you re close to the item you want you can use the up or down keys on your keyboard to get to and highlight the item you want You can even use incremental search coupled with use of the up or down arrows without even opening the dropdown About Edit Boxes Edit boxes are like text boxes but enable entry of large volumes of text They re usually much wider and always have the vertical scroll bar to the right so that you can move up and down in the control With text boxes tab or enter will always move the cursor into the next control In edit boxes tab will move you to the next control but pressing enter simply enables entry of another paragraph Depending on implementation tab may move the cursor to the next tab stop or move you to the next control Lists Lists sometimes called grids enable you to view several records from a particular file at
66. lant for more information c A set of addresses associated with the current file that can be entered by clicking on the More button on page 2 of the application See below 24 Page 2 Page 3 12 25 ook 10 11 13 If you ve been on the property a list will be provided showing former applications At this point you can select from the grid the previous file for potential file duplication or you can simply elect to continue entering data into the new application See Duplicate below in Additional Function for more information about file duplication Select the Agency from the drop down If you have only one Agency just press Enter The Application Date will default to today s date You can override it The control number is essentially the glue that ties all various tables together for a given file It s entered by the system and can be ignored by you You can select the Sales Rep from the dropdown However if you leave the Sales Rep field blank the system will automatically enter the name of the rep that s associated with the applicant when you select the applicant further on Sales reps are associated with your clients in Client Maintenance Functions File Maintenance Clients When you get to the Applicant a popup will ask for the first few characters of the applicant s last name or firm name If the client is in the Client file a list will come up and you ll be at or near the client Choose the cl
67. lication and Billing data entry should both be considered part of the application process since data from both flows to the Confirmation Closing Statement and Bill The Billing record for the current file was created at the time the Application was entered and there will never be more than one set of Billing data for a file In addition Billing data isn t deleted unless the entire file is being deleted and that s done in Application For these reasons Add and Delete are disabled here and grayed out Notes on Mortgage Tax Calculations At the same time that premiums are figured the system will be calculating mortgage and transfer taxes The system takes the following steps 1 The county is obtained from the application The mortgage tax calculation is located per county in Functions File Maintenance Counties 2 Next the system determines whether you ve selected Residential or Commercial for property type in the application The system equates Residential with properties that are 1 2 or 3 family houses or individual cooperative apartments or individual residential condominium units Others are considered Commercial including mixed properties i e store and apartment and vacant land 3 Then the system looks at property type 1 family 2 family etc indicated in the application Property type is used primarily to determine whether the 25 credit is applied 4 Special considerations are given to the cities of Mount Vernon and Yonker
68. ll accommodate 9 segments and 8 inter segment prompts on 4 pages of data entry 7 Click on Save to save the data Municipalities Functions File Maintenance Municipalities Enter the names of the cities towns and villages in your area The way in which names are entered enable a level of precision when printed on Report Certifications Towns and villages with the same name must be distinguished from one another by using Town of and Village of prefixes so that both can be specified on the Certification To specify Village of Brookhaven Town of Brookhaven on the Certification you select primary appears first on the Certification and secondary municipalities appears last on the application Process 1 Click on Add and enter the name of the municipality You must prefix the name with City of Town of or Village of Important For the system to recognize them for calculating mortgage and transfer taxes the following municipalities if you plan to use them must be carefully entered a Town and or Village of East Hampton b Town and or Village of Shelter Island 19 Town and or Village of Southampton Town and or Village of Southold Town and or Village of Riverhead City of Mount Vernon or City of Mt Vernon City of Yonkers o 79200 2 Enter school district name If there is more than one school district within a municipality Click on Add and enter the municipality again and enter the next dis
69. lly stay that way and will eventually take up space needlessly File packing permanently removes data marked for deletion Packing data will automatically cause indexes to be rebuilt Like Reindex Files the function is performed without further data entry but the system will ask if you re sure you want to proceed Note that you must have exclusive access to the system There can be no one else in the TACS System If another user is in the system the process will be stopped at the point that the system attempts to pack an open file You ll need to restart the process but this will cause no harm Set Sequence Functions Utilities Set Sequence Clients wishing to arrange for automatic title number incrementing when applications are entered can do so with MCS If for some reason it becomes necessary to re establish the next sequence number to be assigned you must use this function Sequence numbers are usually within the title number and can be no longer than 8 numbers For example in a title number that might look something like EACO1 01001 N the sequence number may be 01001 69 On selecting the function from the main menu using the above path the system will simply ask for the next sequence number to be assigned Recall File Functions Utilities Recall File The delete button on the Application data entry screen will delete more than just the record in the Application table It s purpose is to delete all traces of a f
70. me cases some discussion about where the item may appear when printed or how it might be used in processing other data is presented In addition some of the function will have additional Setup issues presented A notable convention used in this document is reference to the Current File That s the title number of the file you re currently working on See Current File below Basic Data Entry and Screen Navigation TACS employs basic techniques common to all Windows programs Select the function you want to perform by selecting it from the menu system on the top of various screens Select additional functions by clicking on command buttons on the various data entry screens Data entry is accomplished on one or several screens organized in pages of related data You can move among the pages by clicking on the up or down arrows in the lower right of the screen Alternatively you can use the Page Up or Page Down buttons on your keyboard The left and right arrows just to the left of the page up and page down buttons enable you to move among records see discussion of Records below in a file if appropriate for the function you re in Clicking on the left arrow will move you toward the top of the table and the right arrow toward the bottom Note that the text labels on the main menu and on command buttons show an underlined character If you hold the Alt key down and press that character the net effect will be the same as if you had click
71. n sent to be recorded but have not been returned For each escrow listed this report will display the title number the purpose of the escrow the planned dispersment date and the amount of the Escrow Deposit Register Printing Financial Report Deposit Register The Deposit Register will track checks deposited between a user determined time period This report lists the underwriter the underwriter totals the amounts for each account the Title number and the Deposit date Dispersment Journal Printing Financial Report Dispersment Journal This report tracks checks dispersed over a user determined date range It will list each check in the assigned range per underwriter account and title number The report includes a total for each title as well as an Underwriter total Dispersment Schedule Printing Financial Report Dispersment Schedule The Dispersment Schedule allows you to see what amounts are going to be dispersed and when The report allows the user to choose to group the results by Account by County or by Title number Dispersment Differences Printing Financial Report Deposit Differences Recording Funds Held Printing Financial Report Recording Funds Held Recording Dispersements Printing Financial Report Recording Dispersements This report will list each recording check for the selected date range In addition this document will detail the check number the payee the purpose as well as the planned
72. nal address click Add When you are finished Click Save then Return to get back to the application Residence type defaults to 1 2 family This field is used to calculate New York City Real Property Tax Click on the appropriate radio button if needed and if not a 1 2 family dwelling Purchase price and mortgage amount will carry over to Billing as Fee Policy amount and Mortgage Policy amounts respectively Policy premiums are not being figured now and will not be refigured if you change these amounts later If premiums have been figured for the various policies the system will not allow the purchase price and mortgage amount to be changed in the application 14 15 Any non blank character in the TBD textbox will cause To Be Determined to print on the confirmation for Policy amounts If this is a refinance you can enter information required to figure reissue rates here or later in Billing Pages 4 5 and 6 Page 7 17 Page 8 19 Page 9 21 16 18 20 22 Enter Purchaser s Attorney Seller s Attorney and Bank Attorney in exactly the same manner as the applicant You can Update Client in the same manner as well If the Purchaser s Attorney is the same as the client select the name as though they were different avoid using Same as Applicant as firm name Enter the first few characters of the Bank name and then select the Insured Lender from the list If the Bank name isn t in the bank file click on Cancel
73. nd Report This report tracks Abstracts Survey requests clearance requests readings and departmental search requests The user inputs a Sent and Due date Financial Reports Financial Reports deal primarily with Bookkeeping and Check writing information As with Management Reports these selections are separated because of their sensitive nature lf this printing function should be password protected please contact MCS Breakdown Summary Printing Financial Report Breakdown Summary The Breakdown Summary produces a report detailing Account Breakdowns over a user determined range of Clearance deposit dates This report details the amounts per file for each account as well as the Agency split Escrow Short Term and Escrow Long Term Account Totals are included at the end of the Report Transfer Statement Printing Financial Report Transfer Statement The Transfer Statement tracks accounts that have been transferred for importation into QuickBooks This report will display each account for each title in the selected date range separated by Underwriter In addition Totals for each account are included at the end of the report 55 Escrow Reconciliation Printing Financial Report Escrow Reconciliation The Escrow Reconciliation Report displays the escrow transactions for a given time period or for an individual title Escrows Due Printing Financial Report Escrows Due The Escrows Due Report tracks escrows that have bee
74. ndicate the rate zone you most commonly use Next if your Title Search company assigns customer codes for use on the form or letter used to order departmentals select up to 3 search companies and assign their codes Note that customer codes are assigned here rather than in Examiners maintenance because different codes may be assigned by any Title Search company to each of several agencies you might have 7 Select the radio button corresponding to the way you key Remittance Reports If you select Policy Date then for a particular month policies will be reported out if the month and year in the policy date correspond to the month and year you re reporting If you select Date Closed then policies will be reported for deals that closed in the month and year being reported If you select Date Deposited then policies will be reported for the month and year for which the monies were deposited The deposit date is entered in Bookkeeping Ook 15 8 Click on Save to save the data Banks Functions File Maintenance Banks The list will be used to select the Insured Lender for the application Process 1 Click on Add and enter bank and contact information 2 Click on Save to save the data Checking Accounts Functions File Maintenance Checking Accounts For use in Bookkeeping establish the name given to the account into which monies flow when brought back from closings and then the names of the various accounts to which monies
75. ned Documents in folder labeled Scanned Docs located in the same area 8 Click Page down arrow to access the Billing Charges Specify preferred Billing Charges 9 Click Save or Cancel Additional Options List Click List to select another Agency Exception Preferences Functions Preferences Exception Prefs Within Exception Preferences is a wide degree of functionality The first page is devoted to the establishment and customization of Standard Exceptions labels for each Agency The second page allows a user to separate out indicated exceptions such as Covenants and Restrictions and exceptions beginning with NOTE or FOR INFORMATION ONLY The third and fourth pages are devoted to the setup of customized affirmative insurance clauses Process 1 Enter Exception preferences for this agency Start with Standard Set Criteria Standard Set groups allow you to bring entire groups of exceptions into Schedule B Exceptions all at once You establish here how they re grouped For example if you always use exceptions 10 14 22 36 and 40 every time you do a condo deal then establish a Condo set When you enter or maintain your exception book in Exception Maintenance you ll assign those exceptions to the group If you have more than one agency Page Right directional arrow on the lower right of your screen and enter the appropriate information for each of the additional agencies 2 Page Down If you d like C amp R excep
76. ner Left Blank UCC s Left Blank Left Blank Power of Attorney Left Blank Left Blank 62 Release of Liens Left Blank Left Blank Bookkeeping General Information Overview Prior to closing financial information is collected primarily in Title Report Billing in order to prepare the confirmation title insurance bill if used and closing statement Bookkeeping is a post closing function and can make use of many of your existing data It serves several purposes Setup Verify amounts collected at closing against prospective disbursements Automatically or manually plan Recording and Escrow disbursements Prepare a comprehensive breakdown sheet to control transfers among bank accounts to cover disbursements Report deposits to QuickBooks Receive advice in the form of a Disbursement Schedule as to which checks to write the amounts and when to write them Write the checks The system will generate not to exceed blank checks for individual items to be recorded or in the aggregate as required various payees The system does not generate not to exceed checks for Escrows Report the printed checks directly into the QuickBooks check register If actuals are posted on transaction settlement or in the bank reconciliation process the system will track overages for transfer to Operating accounts Note Though you can indicate account names there are many variations in how monies are eit
77. ntering a new application Reports can then be run detailing activity associated with a particular sales rep Surveyors Enter names of surveyors to whom letters will be written requesting new surveys Underwriters Enter the list of underwriters you write for Attach a list of permanent exceptions that will automatically be printed when Schedule B is printed for the underwriter selected for the Current File Recording Enter documents associated with the current file to be sent for recording You can then generate a report to be used as a cover sheet for the documents when sent to be recorded See printing functions below Bookkeeping Control all agency financial activity not otherwise available in standard accounting software See primary function list in document Overview Utilities Reindex Files Indexes are basically pointers to table data These occasionally become corrupted or are sometimes so spread out segmented on your disk drive that performance slows Periodically reindexing the files will help keep the system running smoothly Pack amp Reindex In addition to reindexing the packing operation physically removes data marked for deletion This cleans up data as well as indexes but data inadvertently deleted cannot now be recovered Use with caution Set Sequence MCS clients who have arranged for title numbers to be automatically incremented gain control over the next sequence number to be assigned here Recall File Reco
78. ocuments MCS furnishes an additional 25 legal documents which are installed with Word Connect Plus Word Connect Plus works by examining a selected document for the existence of some of or all of 130 placeholders or bookmarks that you have placed into the document Based on the name of the bookmark TACS replaces the bookmark with the associated data from the current file Process Preparing Documents 1 If you haven t done so already print the list of bookmarks Functions Word Connect Plus Print Bookmarks 2 f you haven t done so already place copies of any of your Word documents into the WCPlus directory The WCPlus directory is located in the x Vfp Tacs folder and x is your C7 drive or your network drive Please refer to Windows help for assistance in copying files in Windows Explorer 3 Start the Word program There are many ways of opening the program but one way is to click on the Start button click on Programs and then click on Word in the Start Menu list 4 We ll be placing bookmarks into your documents and you ll probably want to see some indication of their placement bold brackets Click on Tools Options and then click on the View tab at the top of the window Make sure the bookmarks option is checked 5 In Word click on File Open and then click on Favorites On installation the WCPlus folder will have been added to Favorites on at least one workstation running Word Double click on the WCPlus di
79. one marked as default to let you choose the printer to fax or to email the document or letter See printing setup later in this document for more information 8 Select Current Work on a different title number Note that while in Application Data Entry clicking on the left or right navigation buttons in the lower right of the screen will move you among application records The application you stop at will become the Current File Also while in Applications if you do a search the record you select will become the current file 1 Separately priced TACS feature Desktop faxing may be accomplished by installing the appropriate faxing software and selecting fax as you would any other printer Here fax implies the installation of a fax server for more heavy duty fax activity 14 Setting Up and Getting Started Setup will require three basic functions to be performed e Load fixed information into various lookup tables e Establish your printing preferences e Setup keyboard shortcuts In each of the following follow the process presented In many cases in setup you ll be furnishing default values These are values most often or most likely used in certain situations and often reduce the need to repetitively type the same values over and over For example the system itself will automatically enter today s date into the application since today s date is most likely to be the application date for an application entered to
80. or the Confirmation These are 48 Bill Prints financial information in a format resembling an invoice It s anticipated that the bill may also be used at Closings and a write in area is available for the Closer Closing Statement The closing statement is a table or matrix showing Title Agency charges and Recording charges split out as chargeable to buyer seller or lender Note that variations on the Closing Statement are available which categorizes amounts as Agency Charges Endorsements listed Recording Charges Miscellaneous Charges and Escrow pickup amounts Please contact MCS for further information Optional Page For printing the optional Title Report page containing information pertaining only to the Current File Open Issues Prints the list of open issues detailed in the current title report Report Jacket This option is only available through special arrangement with MCS Provides the ability to print title number and agency information to pre printed report jackets for individual underwriters Mailing Labels Generate mailing labels for any of the parties named in the application 1 Select parties in the first popup 2 Maillabel printing is specifically designed to print Avery No 5162 1 x4 labels These come on 8 17 x11 sheets 10 rows two columns A second popup will ask which row and column to begin printing This enables repeated printing runs to the same label sheet reducing waste Note that after printing on or past
81. ormation relative to the agency Create sets of preferences and data for more than one agency Enter 1 Agency name and address information 2 Names titles and initials of persons authorized to sign endorsements and letters 3 Preference information regarding how to select policies for Remittance Reports you email address 4 Preferences relating to exceptions Standard Set criteria whether or not to print C amp R s on a separate page informational exception text and text to be appended to existing exceptions with just a keystroke ii Banks Maintain the list of institutions to be selected as Insured Lender on the application The Bank list can be maintained on the fly If you re entering a new name into an application you can click on Update Bank and that name will be added to the Bank table iii Checking Accounts These are the account names used for the Bookkeeping function They re also the account names that correspond to the QuickBooks chart of accounts to be used when exporting check transactions to QuickBooks iv Clearance Companies Maintain a list of companies to be selected when writing for clearance 11 Vi vii viii Xi Xii xiii Xiv Clients Maintain the list of your clients This list is used to maintain all attorneys or firms that might show up in an application as Applicant Purchaser s Attorney Seller s Attorney or Bank Attorney The client list can be maintained on the fl
82. orney seller s attorney or bank attorney Any changes you make in the application will not be reflected in any other applications and in the Client file If you change the firm name first name or last name for the applicant then current application data will be ignored in the Client Activity report if the report is run for this client To modify data for a party named in the application use Client Maintenance Client Maintenance will reflect any changes to all applications in which the firm or individual is named See Setting Up and Getting Started Clients for more information Process Page 1 1 Click on Add to enter a new application This may have already been done for you see above Keep in mind that when first entering an application you ll be in Enter mode In the Application the system behaves quite differently when in Enter mode than when in Change mode See Overview for a discussion about the various processing modes and below for information about the S S buttons 2 The yellow popup asks for address and section block and lot information Though these data will be found further down in the application the system is asking for them now to determine if you ve been on the property before The system will be looking for prior title evidence in three places a Existing TACS applications b Former Plant data This is an area of the system where you can catalog files existing prior to the installation of TACS See Former P
83. ption data When you Add an exception you can a Simply enter the exception number If the exception requires variable information like a name the prompts for these will appear The sequence number will be entered by the system which takes into account the number of permanent boilerplate exceptions for the underwriter for the current file b Leave the exception number blank In this case the system will automatically bring you to page 2 of Exception data entry for you to hand enter an exception that is not in your exception book 2 The system will automatically assign the sequence number that will appear when the Schedule is printed It looks at the Underwriter selected in the Application and counts the number of fixed boilerplate exceptions assigned to that Underwriter in Underwriter Maintenance See Setup and Getting Started Underwriters for more information The system then begins sequencing at the next number after the count 3 The exception that you re entering normally prints on Schedule B In the field Policy Page if you enter BII the system will print the exception you re entering in separate Schedule BII Normally these apply to certain underwriter requirements for subordinate mortgages 4 Optional Click on Std Set The list of exception groups appear and you can bring in an entire group Note that these will be place immediately after the last exception that you entered 5 Optional Click on List This will bring up a
84. purchase price and mortgage amounts bank information etc are entered here Please note that a full Application should be regarded as a two step process which will include the entry of financial information in Billing At that point sufficient data will be present for the preparation of the Confirmation Closing Statement and Bill if applicable Following the above path the system will take you to the application for the current file If there is no current file the system will bring up a popup asking if you want to enter a new application or go to an existing application If you select existing you ll be prompted for a file number See Current File later in this document for additional information about specifying the current file and Overview for a definition If it s your intent to enter a new application the system will take you to the Application data entry screen and for all intents and purposes click on the Add button for you When entering a new application the system creates a record in the Application table It also creates records in the Billing Schedule A Policy Letter Data Departmentals Ordered and File Status tables For this reason when going to areas dealing exclusively with those data no record need be Added for the current file and the Add button will be disabled and grayed out If you re coming back to modify an existing application be careful about modifying data for the applicant purchaser s att
85. r departmentals the system will present Title Search company names If Title Search companies assign customer codes to your agency or agencies assign these in Agency Maintenance see above Process 1 Click on Add If you re entering a Title Search company enter its name right at the top under Title Search company If you re entering the name of an Examiner to whom you write for Title Examination do not put the name at the top Enter the name further down under Examiner Name 2 Enter address information 3 Click on Save to save the data Exceptions Functions File Maintenance Exceptions Enter the exceptions your exception book that you select for Title Report Schedule B here Note that permanent boilerplate exceptions that normally attach to an underwriter and print every 18 time that Schedule B prints for the underwriter are not entered here They re entered in Underwriter Maintenance see Underwriters below Standard Set criteria should be shown at the top of the screen on page 1 If none are listed consider entering them in Agency file maintenance see above Process 1 Click on Add and enter the exception number This entry must be entered in upper case 2 If this exception is to become a member of a Standard Set group enter the letter corresponding to the group in the Standard Set field The exception can be associated with more than one group Enter up to 5 group letters Note that a If you put an e
86. r teres 69 Buil M M 69 atejaursec x 69 Pack Warp cs 69 Set SedqUerce cu metet certo e eerie RE eser ait ine edet Aged eal pete sarees NE end Dope ae dre 69 Recall FiB er erm 70 System Security iii a ii 70 Update Depart StatUS oooncccinccinnnnnnncccnonnccnonnnnncnnnana cn conc cnn rca rana namas 71 Functions Utilities Update Depart Status sse 71 Allows the user to update the Departmental section in File Status for all titles The location for this search is determined in functions preferences other preferences system wide 71 Archive Depans d 71 Functions Utilities Archive Departs ooocconoccccconociccnonoccccnonannnnnnnonnnn nano enne nennen 71 This function will clear out the departmentals for closed files and archive them to the local drive Of tlie SOT caue t ig e ERE O O A E R 71 SII DII EM 72 giae EET 72 Keyboard Shortcuts s iiri mr i EC IE aras 73 Printing Preferences Personal ccceesscceeeesseceeeeeeneeeeeaeeeeeesaeeeeeesaaeeeeeaneeeeessneeeeenenaeeeennaees 73 Functions Preferences Printing Prefs Personal sseeee enn 73 Other Personal Preferences entere nnns tenens sn nnne renes 74 Functions Preferences Other Personal Pref oooccconococcnonoconccononnnccanononcnanonnnccnnonnnncnnnnnncnnnnnns 74 Prin
87. re assigned as follows a The default Assignor is the Assignee of the last record entered with a non blank Assignee in it If there aren t any such records the default Assignor is the Mortgagee of the current Mortgage record b The default Party of the 1st part is the last Party of the oe part recorded If there aren t any the Mortgagee in the current Mortgage record is 3 Click on Save to save the data 4 Add any additional assignments or agreements Click on Return to return to Mortgage data entry Note that until you click on Return no menu items are available 36 List Bring up a list of all mortgages for the Current File You can change the print sequence number here Note that there is no similar facility to list and resequence associated assignments and or agreements Credit Line 37 Appearing on the second page of the mortgage section the Credit Line button will incorporate Credit Line Mortgage Text into the Notes section of the selected mortgage Title Report Judgments Title Report Judgments Judgments Enter one or several Judgment records Process 4 Click on Add Type in Judgment information 5 Click on Save to save the data Federal Tax Liens Title Report Judgments Federal Tax Liens Enter one or several Tax Lien records Process 6 Click on Add Type in Tax Lien information 7 Click on Save to save the data 38 Title Report Departmentals Title Report
88. rectory click on the document you d like to work with and then click on Open 6 Position the insertion point the flashing vertical bar in the document where you d like a TACS data item to go 7 Click on Insert Bookmark Then type in the name of the bookmark exactly as you see it on the bookmark list Then click on Add 8 Repeat steps 6 and 7 for any additional bookmarks you d like to place in the document Process Printing the documents using TACS data 1 Using Select Current in TACS open the file whose data you ll be inputting to WCPlus documents 2 Important If the document contains any data from the Clients file you will need to go into client maintenance and also select the client whose data will be placed in the Word document Functions File Maintenance Clients List and select Word Connect Plus is a priced TACS feature 58 59 Select Word Connect Plus Functions Word Connect Plus Select and Print Select the document from the list and click on Ok Choose whether you d like to preview the document in Word to make any final adjustments or to simply print Click Ok Functions Quick Rates Functions Quick Rates Quickly obtain a rate to say quote over the phone Add a name and print to obtain a written copy Process 1 No need to click on Add or Change here Select the rate type from the dropdown and fill in necessary policy amount information and if figuring reissue rates required
89. red as Date Ordered and automatically tack on 7 days for Date Due so that these items can be tracked and exception reports generated e Owner Policy Cover Letter e Request for New Survey You ll need to select the Surveyor Indicate whether an old survey print or description is available and a due date e Request for Survey Print Select addressee from the list of Clearance Companies e Survey Not Located The letter indicates that the survey could not be found and asks the applicant whether he she would like to cover with an endorsement or if a new survey should be ordered Miscellaneous Remittance Report Printing Miscellaneous Remittance Setup 1 Indicate in Agency Data Maintenance how policies are selected for the report See Agency Information in Setting Up and Getting Started Process 1 Following the above path enter month and year for the report 2 f you re a multi agency enterprise select the agency for which you re preparing the report 3 lf you have more than one underwriter select the underwriter The system defaults to All which means that separate Remittance Reports will be prepared for each underwriter 4 Click Ok Recordings To Be Recorded Printing Miscellaneous Recordings To Be Recorded This report is designed to go out over a stack of documents to your Examiner for recording These are the documents that went into the system using Functions Recording Detail lines show document information
90. rint The Flex Print Option is a means in which the user can control of the sequence of Title Report Printing Check off individual title report documents in the order in which you would like them to print If you wish to make changes to the selected print list Flex Print allows the user to Drag and Drop items in the print list into different sequential order On the second page you can choose from your list of Departmentals Scanned Documents and Report Inserts PROCESS e Navigate your curser over the grey box preceding the document in the list you wish to change then left click your mouse to Grab the item Drag the selected item to its your selected position Once in position Drop the document by releasing the left click Click Page Down For each selection Departs Scan Docs File Inserts click the checkbox above list For each selected list choose which documents you wish to print by check the box to the left of the document The document will appear in the list to the right Additional Function SaveList as Saves selected list as the default system list System List SaveList as Saves selected list as user s personal list Personal List 47 Report Standard Printing Report Standard Brings up a popup allowing you to select some or all pages of the Title Report Also presented are items related to the Title Report or more particularly to items which can be printed using data acquired for Title Report pages
91. rovide Closed between dates you provide For a particular client sales person or underwriter Any combination of these By combining criteria you can even list only those files which have an application date in a given date range and which have closed Process 1 Enter an Application Date range or enter a Closed Date range If you omit the To date the system will automatically use the From date for To i e create a single day range 2 If you selected a range of Application Dates you can elect to print files which are open closed or both The default is both 3 Select either a summary or detail report If you summarize the report you can choose whether to list by name of the applicant or by the firm name 4 To select a particular client sales person or underwriter you must click on those fields Popups enable you to quickly search for and then specify these criteria Note If data appears to be missing for a particular client make sure the Firm Name First Name and Last Name for the client is consistent among applications and is consistent with the same 53 data in the Client File See Client Maintenance and Application elsewhere in this document for more information 5 Click on Ok Productivity Report The report provides a list of clients and the total premium for titles that have been cancelled or have been open for over 60 days and have not closed The list will show Clients that have a productiv
92. rt Tax Search Title Report Tax Search Prepare Tax Search for the Title Report Process Page 1 1 Click on Add to enter Tax Search data Premises information defaults from the Application 2 Additional notes to be printed on the Tax Page will be printed below tax information Page 2 Tax type is State County amp Town or School etc Enter a single year or year range eg 1998 1999 Enter Paid or Unpaid in Base The various Notes that can be entered will be printed immediately below the particular tax type See Fig 1 DORA School District Saugerties Central Code 526 Taxes 1998 1999 County amp Town Taxes 2 780 00 Paid 10 19 1999 Note 1 gt Notes that might appear below County amp Town Taxes 1998 1999 School Taxes 1 775 00 Paid 10 19 1999 Figure 4 Tax Search segment showing where Note x prints Page 3 7 Installment tax payments can be split out on this page 40 Title Report Optional Page Title Report Optional Page The Optional Page is simply a blank page of the Title Report that can contain any pertinent information Enter data into a single edit box the page will be printed with the same headings as other pages Process 1 Click on Change and type in Optional Page information 2 Click on Save to save the data File Notes Title Report File Notes Attach any relevant notes for the file like phone calls requests etc Process 1 Click on Change and enter any notes for
93. s If the tax has been miscalculated look for errors in entering county transaction type Commercial or Residential and property type 1 family 2 family etc TACS will only figure these taxes if these items are blank or zero on page 2 of Billing data entry The system assumes that the user may overwrite these data with different values In that case if a change is being made to the mortgage amount the system will ask if the taxes should be recalculated If the cursor is moved through the mortgage amount field and there s been no change to the mortgage amount premiums and taxes won t be refigured This means that if there s a change to county transaction type or property type in the application you will have to take the following steps to refigure taxes 1 Temporarily change the mortgage amount and press enter Allow the system to recalculate premiums and taxes 2 Go back to the mortgage amount field and change it to the correct amount Press enter and allow the system to figure amounts correctly Process Page 1 1 Click on Change and verify rate zone and type If a reissue enter current mortgage or fee amount 2 The purchase price and mortgage amounts are carried over from the Application As you press the enter key and move the cursor through these amounts TACS figures the 28 Page 2 5 Page 3 6 Page 4 7 8 29 premiums Important Moving the cursor through policy amounts is the only way and place th
94. s Functions File Maintenance Clients Enter the names of your clients This table contains the names and or firm names of all parties who might show up in your applications as applicant purchaser s attorney seller s attorney or bank attorney When entering these parties the system will draw only from this file If you come to Client Maintenance to modify any existing data the system will ask if you d like the changes to be reflected in any applications where the client s data was specified This is probably what you d like to do but there may be circumstances where changes in Client data should not be made in applications If that s the case be aware that changes made to a client s firm name first name and last name and not reflected back into applications will cause applications for the client to be ignored on a Client Activity Report run for him her On the second page you will find default charges For each client you can set default billing charges to appear each time that client is selected as the applicant Process 1 Click on Add and enter the names and address information for your clients 2 Click on Active to indicate that this client is active When you print labels see Additional Function below you can elect to print labels for active clients only or all clients 3 Select a Sales Rep from the drop down list When entering an application and when entering Applicant data if the sales rep field in the Application has been
95. s on the calendar and then click on the date for a closing you plan to enter 2 Click on Add and enter data for the closing Since you can only enter data for the date shown on the calendar the date field cannot be modified 3 If you need to page down to enter additional information about adjournments or contins run 4 Click on Save to save your data All closing for the date shown on the calendar should now be visible in the grid These are shown in order of the time scheduled Additional function Closer hot Once selected additional information particularly phone numbers can be spot obtained by clicking on the campfire icon Search Look for and go to a closing for a particular title number Today Click on the Today button to return the calendar and list of closing to those arranged for the current date Select To view all the information about a closing shown on the grid click anywhere on the item in the grid and then click on Select The data for that closing will now appear on pages 1 and 2 of the data entry screen for closings Print Print closings for a date or range of dates for a particular closer or all closers 67 Former Plant Functions Former Plant Former Plant is a function that allows the user to track Titles that were in existence prior to use with the Tacs system Once entered users can Search Titles in former plant for Property Matches on New Titles Additional function
96. sent for recording but for which no recording information has been entered Recordings Log Generates a complete list of recordings that can be ranged by date and by whether it is in house outstanding or both Mortgage Sats Reports mortgages that have been satisfied but not received Policy Inventory Create a list of policies limited by a date range ement Reports These may be password protected at the option of the Client Activity Generate a comprehensive report of deals either entered into the system during a certain time period or closed during a certain time period Receive detail of all applications or a summary Restrict the report to a certain client underwriter or salesman or combination of these 1 Productivity Report Creates a list of clients that have 2596 unrealized premium or greater System calculates unrealized premium as premium on files cancelled or open over 60 days and not closed 2 Productivity Status Letter Generates a Letter listing all titles for a client that has not been closed in a set number of days The letter asks the client to confirm the status of the older Title Reports 3 App Count Generate a report separating out the number of title reports generated per client per month Municipals This exception report lists departmentals which haven t been received beyond the due dates specified for them The report is broken out by Title Search Company Reports Due Lists reports which have
97. sk to see if someone else made a change to that field too If they did you ll be asked if you want to overwrite the revision made by someone else Bottom line the system allows several people to work on the same function in the same file at the same time Current File This document makes many references to the Current File It s simply the Title Number of the file you re currently working on When first entering the system the current file is unknown You can click on the Current File option in the main menu and enter a file number But if you don t do that the system will automatically bring up the dialog for entering the current file number if necessary A minor twist on this scenario occurs when you re on your way to the Application A popup screen will ask if you want to go to the application for an existing file in which case it will ask for the current file if again none has been entered If it s your intent to enter a new application the system will take you to the Application data entry screen and for all intents and purposes click on the Add button for you The TACS Main Menu The following is a basic summary of all function in TACS organized here as it s organized in the primary menu system Each of the items in the menu system is presented here in the order left to right they appear at the top of the screen in TACS Note that various paths to a particular function as specified later is this document are given in the seq
98. t Preferences System Wide sse enne enne 74 Functions Preferences Print Prefs System Wide sse 74 Other Preferences System Wide sssssssssssesseseees eene entree nennen snnt nnne 74 Functions Preferences Other Prefs System Wide sss 74 Exception Preferences saepe reete reete nene ene eene tes Pee ne ene nd 75 Functions Preferences Exception Prefs ooocconoccccnnnoccccnonoccncnanannnnnannnnn nano cnn n rana nn nennen 75 Title amp Abstract Control System System Overview Magram Computer Services Title amp Abstract Control System TACS provides virtually all production and ancillary function for the New York State Title Insurance Agency The system provides these features Complete agency production function report policy cookie cutter correspondence The system figures rates including mortgage and transfer taxes A quick rate calculator A Recording system to track items to be recorded A report is generated to go out with documents and another to specify items not recorded A Former Plant system to catalog any data existing prior to the installation of TACS The primary purpose is to determine if you ve been on a particular property and to provide all necessary detail A Closing Scheduler A series of management reports including a Client Activity report providing application activity by client sales person un
99. t of underwriters use as the default when selecting from the drop down in the application 3 Indicate the percentage of premium to be remitted to the underwriter when preparing the Remittance Report 20 Additional Function List View list of underwriters in a grid Select one to view or modify PermExc Note that Permanent Exceptions are entered in the same manner as the exceptions you enter and use for reports See Exceptions above Process 1 Click on Add and enter the report sequence number for this exception 2 Indicate whether the permanent exception you re entering is to be used in Reports R Mortgage Policies M or Owner Policies O 3 Enter segment and prompt information The variable information is generally designed to acquire the number of returned mortgages Mortgages returned herein x for example The prompt you enter here is presented when Schedule B is printed Note that for this specific exception only Mortgages returned you can specify COUNT as inter segment prompt In this case the system will count the number of mortgages entered for the current file in the Mortgage Schedule file and enter that number as the response to this prompt The prompt will not be presented 4 Click on Save to save the data 5 Click on Return to return to Underwriter Maintenance Note Except for prompt responses these exceptions cannot be modified when printed If you want to add variable C amp
100. the same time Many of these allow you to alter the order in which the data is presented Light blue column headings indicate that the list is ordered according to that heading label Figure 1 Dark blue column headings are candidates for reordering Simply double click on the dark blue column heading The list will now be ordered according to that label and the column heading will become light blue Figure 2 Note blank last names Presumably these clients are known only by the firm name fl Appl First Appl Last App Date Ho Street al wes poseen camino oroaizooo 137 hardenburg 99991 Michaeli Albertson 11 09 1999 7 MontgomeryPortsmouth peers ery Betiy rmanoaa 7 Montgomery Portsmouth perc ew etry rimanoeg 7 Montgomery Portsmouth pesto jew etry 2 rioanas9 7 Montgomery Portsmouth esee ery Joie rumsrioso r Montgomery Portsmouth Vermont Court Figure 1 List Ordered on Title Number Appl Last App Date Ho Street la ees TOO ooa vermont cour ess p229oo i2 vermont Cour ser richer wherson iuososs 7 Montgamery Portsmouth Jooss Mead Albertson iuosrass r Montgomery Portsmouth jewes cem Albertson riwoaasa 7 Montyomery Portsmouth jeser eree Jamerson iuososs 7 Montgamery Portsmouth pee her Botiy iuosnoss r Montgamery Portsmouth Figure 2 List Ordered on Applicant s Last Name Character information is
101. tions split out to a separate page when printing check the box The exception number for these must begin with the characters CR See Exception Maintenance for more information 3 If you commonly include informational items at the end of your Schedule B you can set them up as selectable exceptions Here s where you tell the system how to recognize them Exceptions beginning with the text you enter here will automatically be stripped of a sequence number and moved to the end of Schedule B Commonly these are exceptions beginning with NOTE or For Information Only 4 Page Down Pages 3 and 4 are for Affirmative Insurance Clauses This section is similar to the Key Board Shortcuts You are setting up keystroke activated text alt 1 11 that will appear within the exceptions 5 Page down Click Save or Cancel Additional Options Click List to select another Agency 75
102. trict name on the new record The name of the school district will come out on the Tax Search If the Tax Search is commonly farmed out then the school district is not required 3 Building Inspector and Taxing Authority information is used for letters requesting C of O and Tax Information respectively If you don t write these letters these data will not be necessary 4 Click on Save to save the data Sales Reps Functions File Maintenance Sales Reps Sales Reps are selected in the application They can also be associated with clients Tip Use the Client Activity Report as a basis for sales commissions You can report out files by Sales Rep Process 1 Click on Add and enter Sales Rep data 2 Click on Save to save the data Surveyors Functions File Maintenance Surveyors Enter the names of Surveyors Select from these names when you write to request a new survey Process 1 Click on Add and enter Surveyor information 2 Click on Save to save the data Underwriters Functions File Maintenance Underwriters Enter the list of underwriters you write for Among Additional Functions see below you can enter the permanent boilerplate exceptions that automatically print in Report Schedule B when the particular underwriter is selected in the application Process 1 Click on Add and enter name and address information for the underwriter 2 Indicate whether the underwriter you re entering will be foremost in the lis
103. uence you click on items in the main menu For example if you want to enter a new bank in Bank File Maintenance you ll be directed to click Functions File Maintenance Banks 1 File a 2 Edit Exit Use this sequence to exit the program You won t be able to click the X in the upper right corner of any screen to exit the system The Edit function contains all standard windows cut amp paste functions Note that if you click on Edit you ll see the keyboard shortcuts for these One additional item Spell Check has been added to the Edit menu This enables you to check spelling errors anywhere in the system 3 Title Report a m n 4 Polic a y Application This is the path to the primary application process If you ve been working on a file the system will bring you directly to the application for that file When you get to the application you can begin work on a new application by clicking on Add or you can modify the application for the Current File If you ve just started TACS and haven t indicated a Current File see below you ll then be asked if you d like to enter a new application or go to the application for an existing file If you re entering a new application the system will bring you to the application screen and simply click on Add for you Billing An extension of the application process use billing to enter financial information used in preparation of the Agency Bill Confirmation an
104. ule Displays a list of all Scheduled Dispersements separated by the specific county vii Dispersment Differences viii Recording Funds Held Creates a list of Recording Funds that are scheduled within a set date range Displays which of the funds are held ix Recording Dispersements This report lists all Recording Dispersements within a specific date range It will also display the check number date and Payee for each dispersment as well as the planned and actual date x Recording Escrow Register Obtained from Bookkeeping data reports recording and escrow payments made to various accounts during time periods you specify xi Closed Not Deposited This report will list all titles for the date range specified that have been close dates but do not have actual deposit dates h Special Searches Print Condo Searches Co op Searches etc as specified in the application for the current file Note that any additional information needed should be entered via Functions Special Searches i Preferences Specify printing preferences for each of a through g above For print ing tell the system whether you d like the item sent directly to the printer whether you d like to look at the document before committing it to paper or if applicable if you d like to bring the document up in Word for any finishing touches For print er tell the system to use the Windows default printer click on Start Settings Printers it s the
105. ummary of account transfers Click on print The system will print a comprehensive breakdown report Click on Transfer and Return The system will place the amounts in the appropriate columns in the lower right of the screen The system does nothing more to physically effect the transfers like generate any checks or prepare the appropriate transactions for importation into QuickBooks That s it for individual files When you re ready to write checks do the following Print Checks Export To QuickBooks Functions Bookkeeping Print Checks Export to QuickBooks All function relating to writing checks and communicating check information to QuickBooks is made available in the menu system only when in Bookkeeping data entry The reason for this is to meet the possible need to place all processes relating to Bookkeeping in a password protected area 65 Re enter Bookkeeping Any file can be the current file but in order to write checks you must be in the Bookkeeping data entry area Optional Generate a report of pending disbursements Go into Printing Miscellaneous Disbursement Schedule If you want the report to list a pending disbursements leave the from date blank You can narrow the report to a particular account and or a particular county You can list all disbursements for a particular period pending or not Just click on the all items option button Select Check Writing Functions Bookkeeping Print Checks Export
106. ver a file that s been deleted Note that Pack amp Reindex permanently removes data from the disk No files marked for deletion prior to running Pack amp Reindex can be recovered 12 v System Security Input system users and assign user ids Also enable the entry of a new and or different password for any user vi Update Depart Status Check for all new municipals and update File Status Customize where the system searches for departmentals at Preferences Other Preferences System Wide vii Archive Departs archive departmentals for all closed files to C vfp tacs archive Closing Schedule Does everyone have access to the whiteboard and grease pencil If not plan closings here Former Plant Catalog all data existing prior to the installation TACS The data captured here should be sufficient to determine if you ve been on a property before The data is automatically queried when entering a new application Scanned Images Attach scanned documents to a specific title report and prepare the documents to be printed Customize where the system searches for scanned documents at Preferences Other Preferences System Wide Preferences These are system wide operational preferences There are also preferences relating to the entry of Schedule B exceptions and other functions that may be agency specific TACS can work with multi agency enterprises and these are entered in Agency Maintenance see above i Keyboard Shortcuts For each page
107. want and all exceptions assigned to that group will flow in Note that the group will immediately follow the last exception entered Since no effort is made to present prompts for variable information you may want to click on List to make sure none is required or that you enter data if itis See System Setup and Getting Started Exceptions and Agency Information for more information about establishing groups and assigning exceptions to them Append the set of exceptions from another file Mortgages Bring in a number of exceptions that correspond with the existing mortgages on the current title report The Mortgage button will create an exception for each mortgage Report Seq The schedule B can be set to move all exceptions beginning with NOTE or FOR INFORMATION ONLY to the bottom of the exception list Report Seq allows the user to view this formation on the List screen Working With C amp R s The basic design principle with respect to Covenants and Restrictions is that they re to be treated much the same as exceptions The reason for this is that even though they may be printed on their own page they may also be incorporated directly into Schedule B Reference to C amp R s is generally made with an exception in Schedule B that follows the boilerplate set attached to the underwriter named in the application It may read something like Covenants conditions easements leases agreements of record etc more fully set forth and then e
108. write and when you ll need to enter the disbursement date manually The amount field on the top of the screen is the sum of planned disbursements and is the amount transferred to page 1 as the sum to be transferred to Recording or Escrow as the case may be You can overwrite this number with some other amount you plan to transfer to recording or escrow If you do the system will respect that amount and will not overwrite it in the future when planned disbursement sums are normally re calculated Actual amounts control not to exceed type check printing If you enter the actual amount or if the system filled in the actual amount for taxes when you clicked on Create Disbursements when verifying recording information the system will not print a not to exceed check but will print a check for the full amount instead Actual disbursed further below on the screen is the sum of Actuals Use the horizontal scroll bar at the bottom of the grid to move the series of colums to the left At the right you can now see the difference between any planned amount and the amount actually disbursed represented as Amt at the bottom right of the screen is the sum of these Note that these overage sums are figured only when actuals are known They represent amounts that can potentially be moved to Operating Page 1 Breakdown 8 Page down or page up 4 times to get back to page 1 Click on Breakdown The popup presents a s
109. written for Recording and Escrow and amounts retained Any imbalance is shown in the Difference field Note Page 1 summarizes data entered or verified on succeeding pages so no further data entry is required on this page In fact if you do any further data entry here you run the risk of having those data overwritten by processes on succeeding pages which perform summarization After Bookkeeping data have been entered this page should server as a summary of all items relating to Bookkeeping Page 2 Verify Agency Billing Charges 4 Page down Verify all agency charges policy amounts and premiums and endorsement premiums Page 3 Verify Recording Amounts 5 Page down Verify Recording fees Indicate any check which may have been written directly by checking the box in the Direct column If you d like the system to generate disbursements for all recordings click on Create Disbs The planned date of each disbursements will contain today s date You may need to modify that later These prospective checks will appear in the list on page 5 When generating planned disbursements automatically the system will also a Determine the recipient s name for Recording checks from county information for the county specified in the application b Will aggregate Recording disbursements into a single disbursement if that s indicated in data for the county c Will not aggregate amounts for taxes d Will enter actuals for taxes Any planned disburs
110. xception in more than one group and if both or several groups are selected for a particular report the exception may be duplicated b If you add an exception to a group that requires variable information like a name or liber page the variable information may be overlooked when you select the group for the report When groups are selected for a report the system will not bring up prompts for variable data For this reason consider avoiding putting exceptions requiring variable data into groups 3 Enter the first text segment This is the fixed text leading up to the point that variable data is normally entered For example if you re entering the exception Proof is required that individual s name has not been known by any other name in the past 10 years Segment 1 would be entered as Proof is required that 4 Enter a meaningful prompt for the variable information required for the variable information to be placed between the first and second fixed text segments Continuing with the above example the Segment 1 2 Prompt would be entered as Please enter name 5 Enter the next text segment Continuing with the example Segment 2 would be entered as has not been known by any other name in the past 10 years If the variable data is normally followed immediately by a comma or period don t forget to add these as the first characters entered in the following segment 6 Continue adding segments and inter segment prompts The system wi
111. y If you re entering a new name into an application you can click on Update Client and that name will be added to the Clients table Closers Enter the names of your closers These names are selected in the Closing Scheduler function Counties The County table is used primarily to hold information about tax rates rate zones and other data Though you won t have access to these data you can use County maintenance to add the names used when writing checks in Bookkeeping You ll also indicate whether checks will be written separately or in the aggregate Escrow Payees The Escrow Payees table contains the names of payees for escrow checks This list is used in Bookkeeping Examiners The Examiners table contains names of individuals to whom letters are written requesting title examination The list a so contains the names of your Title Search companies Please see the Data Entry section for this function for a discussion as to how these are differentiated Exceptions Enter or modify the list of exceptions that you will select from when preparing Report Schedule B Use Exception maintenance to place various exceptions into groups which can be selected all at once Municipalities Enter all cities towns and villages in your area When writing to Building Inspectors or authorities to whom you might request Tax Information enter names addresses etc here Sales Reps Enter their names here These will be associated with each application when e

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