Welcome to Mortgage Tracker To exit this presentation at any time press the ‘Esc’ key on your keyboard. Welcome This Mortgage Tracker tutorial is designed to guide you through the software main screens and functions. To progress, click your mouse button or press ‘Enter’ on your keyboard. Please view this entire presentation before loading the software. Password Name is Manager Password is Manager Main Menu The opening screen is the main menu from Whenwhere the program first installed you will need you willisnavigate to the various screens the database. to decide whowithin can have full control of the database with regard to adding new users and backing your data. Theuplicensee name you are prompted to enter on loading the program will appear theallow top ofan theadviser main menu, enter If youacross want to to view only his either your name and or the company name.the own clients/prospects their mortgages authority can be set using these security buttons Currently showing as ‘Sunrise Mortgage Brokers’ Click the view users button The program is initially set up with one Manager who has the authority to allocate permissions Security WARNING Type in the old Initially there are no password which users. We will add an Once you have changed the is ‘Manager’ adviser in a moment. password only you will know it. Then type in a Make a note of itnew somewhere passwordsafe because you will not to get and be thenable again to confirm it. into the database with full But first, it would be a good idea to change thepermissions again if you forget it. When you are managers password so finished click that only you know it. WARNING the ‘Done’ button Click the ‘Change Password’ button. New Manager The login name cannot have gaps in it. The Alison password is OKcan be upAlisonWheatley to 14 charactersis OK long Alison andWheatley is case Is Not sensitive Let’s add a new user to the system. Click ‘Add User’ Click the Add User The new user is tobutton once the have full permissions details have been as the Office entered. Manager Alison should write her password down somewhere safe. Manager Confirm A message to confirm that Alison has been added with Manager access to the system. Click OK to confirm Adviser Access Click the Add User Let’s add a new user button once the to the system with details have been adviser access. entered. Click ‘Add User’ Foggy should write his password down somewhere safe. The adviser David Foggerty has a login name of ‘Foggy’ and has been given The adviser button gives a password ‘Foggy’ permission to view/add/edit only his own clients and prospects. Any other adviser who works for the company will need to be added separately with their own passwords. Adviser Confirm A message to confirm that ‘Foggy’ has been added with Adviser access to the system. Click OK to confirm View Users Only someone logged on Foggy willwill not be able with Manager access to perform a backup. see these security buttons. Only Manager When Foggy is logged in access this sectionhas willpermission be hidden to from view.perform this function. The button will be Click the view disabled for anyone with users button adviser access. The current users of the system and their level of access is listed This bar will always show who is logged in. If Alison or Foggy logged in, it would show their login name here. Change Password He can enter his old Foggypassword is loggedand on then his new password. and would like to He must confirm change his password it again. He should make a note of it somewhere in case he forgets it. Adviser Logged ..and the backup button has been disabled to prevent unauthorised use. As you can see from this bar, Foggy is logged The in. security button is no longer visible… New Client Mr James JimTo view the client/prospect database click this button. McDonald Anywhere in the database where a date needs to be entered, double click for the calendar control or just type the date in. To add a new client or prospect to the database select ‘New’ To analyse where your clients/prospects came from or to track a campaign, enter an ‘Introducer’ name and it If this is a prospective client thehere. database ofbecomes the futurepart put aoftick thereafter select from an We will have or a look at what existing list you have created. this does later. Client Details The Introducer will have obtained this client from a particular ‘Source’ which can be selected from the To list sendoranadded email to your client double click the address. The if not in the list. Or you can click this button. This is the easiest route. To process a mortgage for this client immediately, just leave it blank. address will automatically be entered into your new email. Now we have a client we need to add an adviser. You can either return to the main menu by clicking here. New Adviser Position when they first joined the company. Yes we do. To add David Foggerty to Position now if they have the users list with been promoted or changed ‘Adviser’ level security so job within the company. he will see only his own cases, enter a login name. This is the screen where information about each of the advisers is stored. To add a new Once the password has adviser to the been entered anddatabase verified select ‘New’ click the ‘Add User’ button to confirm. Make an adviser inactive rather than delete if they leave the company. Mortgages previously arranged will still be held in the database for future reference. Adviser Details Select an adviser from the list and the details appear…. …over on this side Navigate to other screens using the buttons along the bottom. ‘Total Cases’ for the selected adviser are counted here. Plenty of room to add additional notes for each adviser You can only delete an adviser if there are no mortgages assigned to them. Clicking the button will tell you if Mortgage Tracker cannot delete the adviser because there are mortgages or prospects assigned. Not a good idea to to delete this adviser with so many mortgages in the system. Active Cases All prospects are listed by clicking this All clients with Alison Wheatley is button. in progress currently selected.mortgages Lets are listed select David Foggerty and by clicking this button. see what further options there are on this screen to assist him with hisLet’s try it Mortgage Tracking. All clients with completed mortgages since the database was Not Proceeded With. created are listed by clicking this button. Click to see mortgages that were cancelled part way through for whatever reason. The total with each lender is shown in the reports section. You can print the contact details for all of the advisers entered on the database. We will look at this screen in more detail later in the tutorial. Active L Carrington Next, let’s look at the Lenders screen. These are the nine in progress mortgages for David Foggerty. Double Click a client to view their mortgage process details. Let’s try Lindsay Carrington To view the Lenders click the button. New Lenders To go to the Lenders website click the hyperlink to launch your browser. When you enter a new Lenders are listed here. lender you will have to find out their If the Lender isn’t in view website address andIfenter it in.changes name, a lender use the scroll bars to move Enter the contact tick the Inactive up and down the list orinformation key box tospecific retain details for Some Lenders in the first haveletter online ofmortgage tracking the to the process previously arranged systems,Lender allowing name youtotomove easilytocentres you use. mortgages. record the thatupdated part of information the list. into Then use the ‘New’ button Mortgage Tracker. to add the new name they are using. To add a new Lender to the database select ‘New’. You can print out the entire list of lenders and their contact numbers The active cases list can be emailed to the lender if you want to ask them for an update on all of the active cases. Lender Active Cases Click the ‘Show Details’ button to return Each lender to has a the lendertotal details. running of Active and Completed cases. Clicking the button will reveal the active cases. In the same way as the adviser screen did, a double click on any of the client details will take you to that mortgage process screen Lender Completed Cases Click the ‘Completed Cases’ button to view all completed cases with this lender After changing the dates you click This is now a list of completed ‘Apply Filter’ to show completions mortgages between 01/01/02 for the specified date range. and 25/09/02 By default the system finds the oldest most recent Doubleand clicking on anycompleted of the mortgages for this lender. mortgages in the list will take you directly Double clicktoonthe theprocess dates will bring screen for that client. up the calendar control for you to choose any two dates you would like to see completed mortgages for with this particular lender. Let’s now have a look at the Solicitor database. Click the button New Solicitors The list of active cases for this solicitor can be viewed by clicking here. Plenty of room for Enter the contact information for the notes. solicitors you use or ones Enter the legal fees for of these mortgages can nominated by the Lenders Re-mortgage,Any Sell and more detail by for in re-mortgages. Buy costs etcbe viewed double clicking on a client. Estate Agents database is next. Click the Agents button to move on. To add a new Solicitor to the database select ‘New’. New Estate Agent Enter the contact information for the estate agents you use. Next is a look at the Companies database. To add a new Estate Agent to the database select ‘New’. New Company A list of active cases can And completed cases be viewed by clicking between any two dates this button. can be viewed by clicking this button. Enter the contact information for the companies you use. Next is a look at the Introducers database. New Introducer Durham Advertiser Let’s see what the is selected in this Introducer ‘Referral’ The introducer database example. can be used to give you looks like. The address and reports on how much contact information business you are getting The Durham would be useful to from a‘Source’ particular source. Advertiser, have for future is a list that can be reference. addedSome to andof the introducers, forreports example enables to ‘Referrals’ will not on need address be assembled detailsbusiness entered. how much was written from For example, how did the business written any particular To add an Introducer from the 22nd April 2002 advert compare to source. click ‘New’. business written from the previous adverts. Referrals Address and contact information is not required for this ‘Introducer’. By listing the source of the introduction you can create reports to show hownew much If someone business is coming refers business to fromsimply the people you add in your their list. name to the list here. Main Menu 2 Most of the data in the Advisers, Lenders, Solicitors, Companies, Introducers and Estate Agents database won’t change much. The Clients/Prospects will be changed and added to more frequently. To get started with a new mortgage to process we need to either add a new client, process a new mortgage for an existing client in the database or convert a prospect into a client. Click the Client/Prospect button next. Client to Process If there was more than oneEnter clientthe withsurname a of surname of Hayes the client and they press would be listed here.on the all ‘Enter’ button In this example Irene Irene Hayes details have been entered your keyboard. Hayes is the client we the are database previously and you onto after and her details willlike find her in your list of would This client was introduced appear by clicking on her clients/prospects. to us by an advert placed name. could in the DurhamYou Adviser oneither scroll down the list to the 22nd Aprilfind 2002. her or you could use the filter list. For each client there is a count of mortgages that are completed and in progress. To start a new mortgage process for Irene click the Add/Edit Mortgage button. Process Screen This screen now shows all of the fields ready for data input. There are no mortgages in the database for this client. The data is used to create many different reports and also allows you to keep contact notes and set the next contact date to process this mortgage Who is the through it’s various stages. adviser? The Lender? Thedrop down list select who is From the Solicitor? The Estate involved with this mortgage. Agent? Yes we are To start a new mortgage process for Irene click ‘New’ Process Fields Select David Foggerty from Select the the list. Lender from Select the the list. Estate Select the Agent from theSolicitor list from the list Double click in the compliance docs field to open the calendar control. Process Fields Continued The date you select will be entered in here. Double Click for another calendar to select the date the application was submitted Select the repayment method from the list. Select the product Select the client If it’s the notlist. included from classification just new from If it’stype notaincluded the list. it will method just typeand a new If it’s not included be included the product and in it will just type a new list. be included in the product and it will list. be included in the list. Mortgage Details If you want to contact one of the companies from the drop down lists here all you do is double click to view the pop up form. From the drop down list select the type of valuation chosen. The valuation date. TheThe LTVvaluation. autocalculates. The The completion offer date. date. The proc fee paid date. The penalty expiry Enterdate. the term of the the Loan Enter Any arrangement mortgage. Size. fees that were Enter the lender payable. roll/account number. Mortgage Details Continued During the mortgage process you will The date is needcontact to set yourself entered and the contact reminder reason why. click dates. Double to open the calendar. Product Drop The select process is still showing unassigned. We need to enter the new address details. This is done by selecting the Property/Fees tab. We can also enter how much we are earning from the various aspects of this mortgage. Enter the fees and the associated companies from the drop down lists. The various fees will form part of the reports to show where your fees are coming from. Property-Fees The address of the new property is entered here. If it is a remortgage just click the ‘Copy Home button anddate it you This is Address’ for And thethis date is the for the will be entered in for application were was paid. submitted. you. Property Address The new address is shown here. As this client moves or remortgages over the years the list of addresses will appear here, most recent mortgage at the top. When a new mortgage process is required then the ‘new’ button is selected. Enter Contact Enter the initials of person who made the contact. First time initials The current Details date of your isarecontact entered they form always with entered client, by lender, Enter your notes part of the default. solicitor etc drop are noted in then hit ‘enter’ on down listifmethod thereafter Double this Click section. you is selected The you keyboard. need to change from it. the list as shown below. T:V:L:F:E:C Solicitor confirms completion date of 3rd August Next Contact Contact solicitor to make sure completing today. Contact general insurers to put cover in force By default the ‘Next Contact’ control is selected ready for your next prompt. 3rd August Now enterentered some has been text tothe remind you calendar The from note has been why you have set control. saved to your that date. history list. Proc Fee Also very important is the proc fee. If this is blank, a report rd Today is the 3 August and James can be generated to tell you which mortgages McDonald’s mortgage has completed. arethe yetclient to be paid To find you out if for. with We will The completion date has been entered was happy yourview the reports a little later. and to get some mortgage and also the penalty expiry date. During theservice introductions process you can type a to friends, family or colleagues, client. There is also a letter to your IMPORTANT sendyou the to questionnaire. to prompt to contactThis tab takes the lender on the the letters screen. August. The penalty expiry6thdate is very important as it is part of the Marketing reports that will prompt you when this client should re-mortgage. Letters When the letter is complete, exit the memo pad here Your letters are And the relevant stored by the title. information Also selected for each They can be retrieved You can format the for addition mortgage to the Leave the ‘Use process is and edited by text however you letter.. Property Address’ an extensive notes selecting from the want. Standard letters blank to send to the box for anything Double list. Click in the you have in other connected with this text box and a memo current address. software packages Put in a tick to use mortgage. pad is launched. can be copied and theyour new address. pasted straight in toA new letter can bePrint the letter onto headed paper save re-typing. started here. Notes Back to the mortgage details Use this box to make any notes about the current mortgage. For example you may want to detail the the interest rate, monthly payment and redemption penalty. Record employment details, income and any credit history that surfaced during this process. Complete Mortgage The client has moved to their new property. We need to update the home address. The property address is now the home address. Copy Address Click the ‘Copy Property Address’ button to complete the switch. Had this been a remortgage then the home address can be entered into this section by clicking the ‘Copy As this client is a Address’ button Home first time buyer, on completion of the A confirmation mortgage you willmessage askstoifupdate you want need the to proceed.address Yes wetodo. property the home address NPW At any stage of the mortgage process there may be a problem that ends in termination of that process. Maybe the property was down valued or client was refused by this particular lender. Over the years that you use Mortgage Tracker you will build up a list of processes for All details of that process, however far it each client. proceeded, can be stored on the database. If you Over 25 years they could move are trying again with another lender, just start a and re-mortgage several times. new process. Put a istick in here to The most recent process By clicking NPW (Not Proceeded With) the it was NPW’d. always at the top of show the list. Lender thisand Adviser have a running total of You can revisit any Otherwise, process by leave cases against them. This makes it easier to blank. clicking on the address. identify, particularly against a lender, if they are failing at a particular stage. Archive But once you have arranged his remortgage you will start a new process on the system which will give you your ‘next At some point in the contact’ prompts. Therefore will need you will future need toyou archive this not need any get prompts for this case so you don’t any more prompts.mortgage. Note: The for your Forreports now there is a prompt statistics date etc will not be to give Jim a call a Tick the Archiveaffected box andby archiving the case – couple of months before you receive a message only the the ‘next contact’ date date. is penalty expiry asking you to confirm affected. At this moment in time the your action. answer is No because we need to be reminded that the penalty will expire in September 2003 Back to the Main Menu Main Menu 3 As mentioned earlier, if you obtain an introduction to someone and they want to buy a property or re-mortgage when their penalty expires we still need to log the information so we don’t miss the opportunity. The Clients/Prospects button will take us to the same screen we used before but with slightly different options. Prospect The main contact details have been entered the same as last time. From our notes we can see that we are not starting a new process until about November/December time The source is aSo we click the tag, referral so we prospect can then we can add track how effective a ‘Next Contact’ we are at getting to the database. referrals Any data we have can be recorded in the ‘Prospect Info’ screen. The screen is similar to the actual process screen. If it was a re-mortgage for example, you may want to record details of the current lender’s mortgage and property details. Prospect Info The redemption penalty date would also be useful to have. Whatever date you enter The notes tabwill is appear on your in here available for list anywhen the day prompt other arrives. useful Even though these information. clients don’t have a Enter a contact reason to mortgage currently remind no you why you are and therefore calling. It could be 5 years penalty, you can from now. still put a date in here. There is a marketing letter generated from this date box. Prospect Process All the information is entered and the time has arrived to convert this prospect into a client. 3rd November 2001 Back to Clients Create New Process Prospect Convert Remove the tick from the Prospect tag Now you can start to process the new mortgage Saved to Notes Whatever information you had relating to the prospects previous mortgage is stored here next to the relevant heading. Any contact history or next contact information is still held in the mortgage details tab. Back to the main menu Main Menu 4 activities Select either all As more and moreThe mortgages are being lets you advisers processed it wouldbutton normally becomeor, if there is whocontact you more need than difficult to follow know up every or one, the to contact or‘Select even ifAdviser’ will opportunity. The choices are self explanatory. You can either view an on screen list or printout a hard copy of your contacts to be made. you’ve missed bring a up the adviser contact. list to choose from. Mortgage Tracker makes it easy to make sure you don’t miss anything. There’s also plenty of statistical data to tell you where you are most effective and which lenders you use the most and are the most efficient. Assuming today is the 1st August we will check out today's contacts. Activities Back in the process screen you can action your contact The list of contacts for all advisers appears. and make your notes history. To go to the process page for any of these clients you need to double click against their You can also enter a new name. ‘Next Contact’ date and reason. Try Barbara Singleton. Back to the main menu Reports There are more than 100 reports to choose from in Mortgage Tracker. Reports for your client file or statistics to analyse. Many of the reports can be sourced between any two dates. The reports are based on Completed, In Progress and a mixture of both. Report Menu If a report is based on 2 dates, and you don’t select any dates, the system defaults to the first day of the current year and today’s The ‘Unpaid date. Fee’ Procuration report does not need a date. We just want to know which completed mortgages we Wepaid have chosen the haven’t been for. ‘Unpaid Procuration Fee’ report for completed mortgages for all advisers. Preview Report Proc Fee Marketing Select which clients/prospects you reports will pre-address want to The sendmarketing a letters particular lettertowhether toyour by clients Choose it is awhen they have a penalty due to expire. ticking against their Client or Prospect by selecting the If you logged on withname. Manager You decide how near or far away from appropriate control. access you will see a list of all that date you will correspondClick with the your clients/prospects with a Marketing In this example it is a Mortgage Penalty Expiring clients. between the two dates you list of existing clients whose penalty expires specify. between these 2 dates. If you logged on with Adviser access you will only see your own clients and prospects. In this example you have logged on with Manager access button The first 6 letters do not include the penalty expiry date in the text of the letter and can be used for your prospect list as you wellhave as existing Once clients. selected your clients When you are happy with the content of your letter, exit the memo pad by clicking here. You can format and alter the text any way you like. Marketing Letters you can decide which You canletters edit any of your youof the any wantletters, to send. changes are saved for the time2 you want Thenext bottom letters to usethe them. have penalty expiry date Any of these 8entered letters automatically you will need to into send the letter. be approved, if necessary, bybe your The text can altered own compliance to suit your needs. officer. Add bullet points, change the font, it’s size and colour, copy and paste in any letters you already have on your computer. You can also include a scanned image of your signature so that it appears on each of the letters you send. A great time saver if To edit the text youyou have 30 letters to select the letter yousend. want to change and then click the ‘Edit Letter Content’ button. The letter is preaddressed for each of your clients and will include their penalty The list of clients with expiry date. a mortgage penalty When you are happy expiring is generated with how they look by entering a you can print them Start Date andonto your headed an End Date. paper. Preview Marketing Letter Now to preview the letter we are sending to these 7 clients. Click Preview Letters Contact List The printout has a list of who you sent the letter to, the current lender and a contact number. There is a prompt across the top to tell you the chosen date range. The ‘Print Letter’ button will print all of the letters There is also to a the 7contact clientslist selected. of who you need to make a follow up call to. Set Reminders If you want to send any of these clients another marketing letter select ‘No’ and then de-select them. By doing this there will be no prompt from the computer in 7 days time. On the main process screen, each the time In 7ofdays ‘Next whenContact’ you click the boxes for the button ‘Activities’ selected you willclients see your will a dateto The ‘Reason for listhave of clients setfollow 7 daysupfrom next contact’ will showing the ondate the you screen. say ‘Re-Marketing click this ‘Yes’ letter’ button. However if you printed the contact list onto paper you can refer to that. Click ‘Set Reminders’ Back to the Main Menu Main Menu 5 After all of your hard work recording all this information you certainly don’t want to lose it. Preferences allows a prompt to back up your database after a certain amount of days as well as a prompt for compacting your database and your ‘Hot List’ options . Change the number of days before you are prompted. Select Leave it at 1 day if Preferences you want to. Back Up Back up your data regularly. Computers do crash from time to time. If you have aYou recent your data to willcopy haveof a list restoreThe from then you won’t default to lose savetoo it ismuch of of all location the backups your work. in the Mortgage Tracker and restores you folder on your hard havedisk. created. As your database expands you will find it C:\Solidata\Mortgage won’t fit onto 1 floppy disk.Tracker. You should try It would to make to back up ontobea wise zip drive a CDanother Rom recopy of it elsewhere. writable or another networked PC. Click the ‘Open’ Each time you back up it will button prompt you with a name and number.Select In this case MTBackup2 Back-Up Select Back-Up Restore Select the backup you want Place itThe in the to restore. dateMortgage and locationSelect the Trackeroffolder on ‘Open’ button MTBackup2 is C:\Solidata\Mortgage now shown in the list. Tracker The restore has been entered on to the list of your back up Click ‘Open’ and restores. It will be use named Only Yesrestore we do if you have MTBackend forcomputer you. lost data by failure. Now try and Don’t rename it ortoyour restore database won’t worka backup. Select Restore Register After your payment has cleared you will be given a Product Key to remove the restrictions. You can either send a cheque for the annual amount or complete the standing order form for monthly subscriptions. After you have processed 6 mortgages you will need to register your copy of Mortgage Tracker Summary We hope you enjoyed your trip around Mortgage Tracker. Why not have another run through it after you have loaded the software. Once you start using it regularly you will see how easy it is to operate. The product is still evolving, so any ideas for improvement or feedback would be welcome. A wish list of upgrade ideas you can you contribute to will soon be appearingFinally, at may exit. http://www.solidata.co.uk Thank you for your time. Enjoy.
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