Extra Owner Info

Located on the Owner Master > Revenue/Billing tab > Summary tab > Extra Owner Info button

All note types can be viewed at the owner level, but only the Signature and Owner Description can be edited at the owner level. The other note types can be edited at the DOI/Owner level.

• Signature – allows users to define up to 4 signatures to be required on DO letter.
• Owner Desc – allows users to define property specific owner descriptions, such as specific terms or anything of that nature. Description will print on DO letter for each property that has a defined owner description.

Located on the Division of interest (DOI) – Ext Info column

No matter if users are in edit mode (changing a DOI) or just viewing a DOI, the Ext Info column has the ability to enter additional owner/property-specific information that can be printed on the division order.

Double-click on the Ext Info column for an owner to open the DOI extended info maintenance. Depending on the note type selected, more options may appear above the note section.

DOI Extended Info Maintenance

All note types can be viewed at the DOI level but only the Fractional, Lien, Signature, Title Work, and Royalty Reporting.  

• Fractional  – Allows additional notes by property/deck/interest type – such as the owner’s fractional percentage.
• Lien - If there is a lien on this owner/property, users can add the filed date, expiration date, lien amount, suspense code for the lien, and additional notes.
• Title Work – The ability to enter in the title date, legal cost, type of title work as well as additional notes.

Once selected DOI changes have been completed, they will populate in the Pending DO Screen. Select Owners/Properties to print DO Letters. If more than one change is selected for an owner, the letter will print a Combine DO Letter. Option to view previously printed DO Letters and what their status is.

This page displays all records that have been added to the Division Order queue by using the right-click option on the DOI.

Selection tab options:

Changes by - This defaults to the user ID that is logged in. A blank user ID will allow one user to see all users' pending Division Orders if that user desires to print all Division Orders.

DOI Changed On or After - This defaults to three days before the current date. Users can change it to any date necessary to include all pending Division Orders that need to be printed.

Print DOs – The option to see New Changes that are waiting to be printed or Previously Printed Division Orders that give the user the ability to reprint any select Division Order.

Division Order Effective – The date used to print on the Division Orders

When the letter is printed and the Division Order number is assigned, a note will be added to the owner master. If the Division Order is reprinted, an additional note will be added and labeled as reprinted.  If the option Preview Division Orders - Number will not be assigned and the Division Order status will not change is selected, the owner will not be noted.

NOTE - The DO number comes from the Next Number Assignment Maintenance screen in Utilities > Miscellaneous > Next Number assignment. 
 

Select any or all queue items and print. If a cover letter is defined in the company maintenance, that will be printed first, followed by two copies of the division order. The system will automatically assign a Division Order number to each one being printed. This number is to be used when returning the letters later in the process.

Print Options tab:

There is an option to print the company name and address on the Division Order. This will allow the division orders to be mailed. There is also a company logo option to print on the Division Order. Enter the Logo file name located in the WPForms folder.

Printed Division Order:

All selected queued items for each owner will be printed on one Division Order. This gives the owner one letter for all properties instead of one letter per owner for each property. Below is an example of the printed Division Order.

The signature section, with any signature names preprinted as defined on the owner master's extra owner info, is at the bottom of the division order.

In the lower-left corner is the text from the Company Master – return & record copy.

In the lower right corner is the system-assigned Division Order Number; this will be used in the next step when received back from the owner signed.

Option to update the Status on more than one Pending DO at a time. The Statuses include Returned Signed, Returned Unsigned, or Returned Wrong Address.

NOTES:

• When a Division Order is Returned Signed, a note marked "Contacted" will be added to that owner's Sub-Account Notes tab.
• When a Division Order is Returned Signed, and you update the division orders, it will now change the suspense on an owner to match the DOI if the percentage matches.
  
  
  

Returned Division Orders – This menu is to be used when receiving the Division Order back.

• Returned Division Order # -  Enter the Division Order # from the lower right corner. Upon entering the number, the owner assigned to this number will populate on the screen as well as all of the properties associated with this owner's Division Order.
• Document button – The ability to scan in the signed Division Order. The scanned image will be saved on each DOI of the properties within this change for this owner.
• Returned buttons – Select between the three options to mark the Division Order returned. The system will do various things based on which option is selected.
  
  
• Undo Return - This option will revert the DO# to being waiting to be returned. It is used if the wrong DO# was returned by accident.
• Returned Signed option – This option will remove the Division Order from the waiting-on status to be returned. In addition, this option will change any DOIs with the suspense codes that have the waiting-on Division Order option selected. This will also change any suspense items with the same suspense code for each lease.
• Returned Unsigned & Returned Wrong address options – These options are used when needed. Neither option will change the DOIs or suspense. Each option will remove the Division Order from the waiting-on signed Division Order status and change to unsigned or wrong address for listing purposes, as well as displaying this status on the owner’s print pending Division Order option. (Division Order button on the owner master)

List the Division Orders that have been printed and are still waiting to be returned, were returned unsigned, or were returned with a wrong address.

There are three options for listing the status of Division orders: Waiting on Return, Returned—Unsigned, and Returned—Wrong Address.