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Contents
of This Help File
Overview
of this Program: Covers basic information such as the purpose of
this program, its basic capabilities, options that are available, and
how to get additional help. Covers
on-line reporting of your issues, questions and problems to Standard
Solutions.
Getting
Started/Setup and Configuration: Covers how to set up and use the
Standard Model File closing template; setting up your firm's information;
and using printers with this program.
Setting
up and maintaining permanently stored information: Covers how municipal,
lender, title insurer, notary and other information is stored and used
to eliminate the necessity of repetitive typing from closing to closing.
Getting
around the program: Covers basic program navigation, the navigation
bar panels, the home screen, the browser panel, the data entry tabs,
and basic printing options.
Closing
File Data Entry: Covers the data entry tabs and the basics about
the data that goes on each tab.
Working
with closing files: Covers functions such as new file opening, retrieving
files, copying files, deleting files, and printing from files.
Printing
Individual Documents or Batches: Covers how to generate individual,
groups or batches of documents.
Accounting/Checkwiting
Procedure: The optional Quicken™ Accounting/Checkwriting module
saves time and money by eliminating redundant data entry and reducing
the potential for errors.
Overview
of the Program
What
is Standard HUD&Title?
Standard
HUD&Title is a fast and easy way for your office to produce HUD-1
and 1-A settlement statements, IRS 1099S documents, title policies
and other miscellaneous documents. Your system is packaged with one
set of title insurance documents. Additional sets are available from
Standard Solutions. Periodic program updates are available to update
your 1099S and other documents and to update program features that
may be added.
Program
capabilities
With
Standard HUD&Title you can produce fully completed documents,
including:
- HUD-1
and HUD-1A settlement statements
- IRS
1099S seller and office copies (Copy B and Copy C)
- Miscellaneous
closing documents included for your convenience (varies by state)
Your
optional title insurance packages allow you to produce the documents
your underwriter has chosen to make available with our system, including:
- Commitments
and Binders
- Notice
of Availability for Owners Policy
- Policy
Schedules
- Endorsements
and miscellaneous documents
Available
options
Standard
HUD&Title is the cornerstone of our suite of real estate conveyancing
software system products. As your firm grows, you can add capabilities
and build your system into our full-featured title and closing system.
Optional features include checkwriting/accounting, additional networked
seats, loan document and state document packages, tracking and reporting
capabilities, integrated document scanning and archiving, Web site
integration, and more. Get more information about available options
Getting
additional help
This
Help document explains how to accomplish all the basic tasks you can
perform with Standard HUD&Title. Additional tips and pointers
will be posted on our Web site. While this system is designed to be
used with little or no training, we do schedule periodic seminars
and Web-based training. For information please see our Web site, www.standardsolutions.com.
Using
Live Reporting for comments or problems
Press
the F12 key on your keyboard to offer comments or report problems
automatically. Your text message and a copy of the screen that you
were viewing at the time will be sent to Standard Solutions by e-mail.
If you
use this feature to ask for help, be aware that responses will vary
based on on current volume, time of day and other factors.
To use
Live Reporting, press [F12] and type your comments into the
area provided on the comments submission form. Click the Send Now
button when finished.
Your
e-mail program may require you to "allow access" to the
system to create the e-mail. If you do not see a e-mail message, click
the e-mail icon in the Windows "tray" (near the clock) Set
"Allow Access" for at least 1 minute. Click the Send
button on your e-mail message.
Getting
Started/Setup and Configuration
Setting
up and using the Standard Model File
The Standard
Model File ("SMF") acts a template for your other closing
files. In other words, anything you add into the SMF will copy into
every new file you open. Use the SMF to set up your default information
you want to have added to all or most of your files. If information
gets added to your new file from the SMF that you do not want, you
can delete it from your new file.
To add
information to the SMF, click the "Standard Model File"
link in the Recent Files list on the left-side Shortcuts Bar. You
can click to any of the tabs across the top to add or change the default
data entry you see on the screens.
Setting
up your firm's information
To get
the most out of the system and to ensure your documents print properly,
you need to take a few minutes to add your firm's information.
1.
Retrieve the Standard Model File and click the Names tab. In the
Agent box, enter the name and address of your firm as you want it
to read for the HUD-1 settlement agent listing.
If you want to add your firm's name and/or default charges to settlement
statement in the Standard Model File, click to the Page 2 tab and
add the information to the appropriate lines.
2.
Click the Info menu, then click Notaries. Add individuals here who
will notarize or otherwise verify signatures. For each person, add
the name, state, commission expiration date (if any) and commission
type (i.e., Notary Public, Justice of the Peace, Commissioner of
Deeds, etc.). Use the County field only when the person is commissioned
as a Notary only in an individual county (such as in the state of
New York). Add additional people by simply typing over the name
already showing in the Name field. Close the window and save changes
when finished.
3.
Click the Info menu, then click Title Insurers/Rates. In the Insurer
field, enter the name and state of the title insurance underwriter
you wish to set up. On the Agent tab, add the name of the agent
(individual or firm) as you want it listed. Enter the Agent Number
(if applicable) and the agent's commission split. Click the Rates
tab and verify the title insurance rate information listed.
Choosing/Using
a printer to use with Standard HUD&Title
The documents
in Standard HUD&Title are formatted to print properly on most
standard laser printers. For technical reasons, inkjet printers are
not recommended and we will be unable to help you adjust documents
to print on an inkjet printer if they do not print properly. To take
full advantage of the capabilities of Standard HUD&Title, look
for a laser printer that will automatically pull the correct size
of paper (letter or legal) for each page in a mixed-size print job.
We have a list of printers that we know will do this on our Web site.
Printers
that will automatically pull the correct size of paper for each page
in a mixed-size print job need to be configured to do this. Usually
this is a simple task that involves changing a few settings on your
printer's configuration panel. Instructions for printers that we have
tested are included on our Web site.
Setting
Up and Maintaining Permanently Stored Information
How
the program uses Information Databases
Most
of the information that you will use from day to day is stored in
information databases, along with associated information, to help
you avoid repetitive typing from closing to closing. For instance,
you can store a list of your lenders, and along with each lender in
the list is their address and other information. You access these
databases if information through the Info menu to add you your database
or update the entries over time.
The exact
informational databases included may vary depending on your product
version, but generally include:
- Document
Information
- Lender
Information
- Municipal
Information
- County
Information
- Notaries
- Title
Insurers
- Holidays
- Settings
Editing
or updating your information
To access
a database, click the Info menu, then the database you want. Typically,
you will see on the screen for that database the last listing that
the program accessed. To retrieve the information about another entry,
start to type the name of the entry you want until you see it fill
in. You will then see on the screen all the information associated
with that entry.
Getting
Around the Program
Basic
Program Navigation
When
you click on your Standard HUD&Title icon the program opens with
the "Home Screen" in the main program window. From here
you can click one of the Home Screen icons or use the links in the
left-side Nav Bar. When you open a new file or retrieve an existing
file you navigate through the data entry process by clicking the tabs
across the top of the screen in the main program window. At any time
you can switch to another file or perform another function in the
main program window by clicking a link in one of the left-side Nav
Bar panels.
Left-Side
Navigation Bar Panels
The four
Nav Bar panels show you shortcuts to various places. In the Tasks
panel, you can perform file functions such as opening a new file,
printing from a file, etc. In the Shortcuts Panel, you can click to
a certain data entry screen after you have opened a new file or retrieved
an existing one. The Recent Files panel gives you shortcuts back to
files you have recently viewed. The Resources panel provides links
to information supplied by Standard Solutions or your title insurance
underwriter.
The
Home Screen
The Home
Screen contains five icons (although this number may change as program
options are added). From the Home Screen you can Open a New File,
Retrieve an Existing File, Print a Document Package, or Print a Settlement
Statement. Open a new File lets you enter your new file name and number.
Each of the other three links brings you to a similar input screen
where you can search for or enter the name of the file you want to
retrieve (to do data entry) or print documents from.
Browser
Panel
From
the Home screen you can also see the Browser Panel. This panel is
an actual Web browser that shows you information posted on our Web
site. The content will change from time to time as we update it. It
may contain additional help information, notices from your title insurance
underwriter, or messages about additional products, services, and
software components that we offer.
Data
Entry Tabs
Once
you have opened or retrieved a file, the program will show you a list
of seven or more tabs (will vary depending on program options installed)
at the top of the main program window that will open data entry screens
for the subject area named on the tab. For instance, the Title tab
shows the screen for title and policy related information. You do
all your basic data entry on these screens. The system takes the numbers
you enter on the screens and adds them to the HUD-1 screens. You can
also click to the Page 1 and Page 2 tabs to add information directly
onto your HUD-1. These tabbed screens will be covered in more detail
in the Data Entry section of this Help information.
Options
for Generating Documents
At any
time you can click the Print Documents or Print HUD-1 link on the
Home Screen or the Tasks Panel. Print Documents lets you choose from
the complete list of documents in your system (settlement statements,
title documents, etc.) These documents merge your data into Microsoft
Word template documents and let you view or change the results before
printing from Word. Print HUD-1 will generate a HUD-1 internally from
the program and send it directly to your default printer.
Closing
File Data Entry
Data entry
for your closing file is done on the tabbed data entry screens. In general
it is most efficient to enter numbers on the Financial and Title tabs
and view the calculated results on the HUD-1 tabs, but any financial
data can be entered directly on the HUD-1 tabs.
The
Names Tab
The Names
Tab holds all the information associated with sections B. through
I. on the settlement statement. This includes Borrower, Seller and
Lender names and addresses, as well as the settlement agent information,
property address and closing date.
The
Financial Tab
The Financial
Tab holds all of the basic information for the transaction. It is
organized into sections for the purchase (if applicable), the loan
(if applicable), the real estate broker, and prorations for taxes
and other items. Any of the information listed here can also be entered
directly on the HUD-1 screens, but it is usually faster and more convenient
to enter it here. This method lets the system do the math and enter
the results on the settlement statement for you.
Enter
the sellers' tax ID numbers on the Financial tab just below the purchase
price information. When it's time to print the 1099s, for a individual
sellers (not married to each other), print the IRS1099I document.
For married (to each other) sellers, print the IRS1099M document.
Each of these will print your Copy B and Copy C for each seller. The
IRS1099N document is the IRS Certificate of No Reporting for sellers
exempt from 1099 filing.
The
Title Tab
The Title
Tab contains all the information necessary for title commitment and
policy production and rate calculations, as well as other title related
information:
1.
The Policy and Premium section calculates the rates, for either
ALTA or Extended policies. The Appraised Value field is only for
use when the Owner's Policy coverage amount differs from the purchase
price. Calculations can be overridden by unchecking "Auto Calculate."
Use the checkboxes to select any combination of Loan, Owners, Extended
Coverage, Survey Waiver Fee, and which Standard Exceptions to omit
from the policies.
2.
The Endorsements section lets you set which endorsements to have
checked on the policy documents.
3.
The Property Identification section contains miscellaneous title
related information, plus the Commitment time and date fields.
4.
The Document Text section is where you type various types of title
related text. Use the pull-down menu to switch between various categories
of text, such as the Property Description, Policy Exceptions, Requirements,
etc. Default text you see filled in on the screens is editable.
(You can also edit the way default text fills in from the Info Menu
(Settings, then Default)).
The
HUD-1/1A Tabs
Data
can be entered or updated directly on the Settlement Statement tabs.
When using the HUD-1, the tabs are called Page 1 and Page 2. If you
are using the HUD 1A, the tabs are called Charges (for the left column)
and Totals (for the right column). To switch your file to use the
HUD 1A, click the View menu, then HUD 1A.
Most
of the data entry should be self evident, but there are a few things
that will be helpful to know:
1.
Fields that you enter data into or edit will highlight with an outline
box as you hover over them with the mouse. HUD-1 headings and entries
that you are not allowed to change will not highlight. Click into
a field to start typing.
2.
You can use the arrow keys on your keyboard to scroll up, down and
sideways through the settlement statement.
3.
Right-click to override automatic calculations and edit the figure.
4.
Prorations for items such as taxes can be entered directly on the
Page 1 tab, but it is usually easier to enter the data for the proration
(annual amount and current paid-through date) on to the Financial
screen and let the program do the math. On Page 1 you can override
the result if necessary.
5.
Line 901 prepaid interest can be entered directly or will calculate
automatically from the loan data on the Financial screen. You can
also calculate automatically calculate on Page 2 if you enter the
fill in the "Interest Rate" field. The interest rate will
not print on your settlement statement.
6.
To have Line 901 show an interest credit, right click to shut off
the automatic calculation. This will activate the "prepaid
interest assist. Simply adjust your prepaid interest date range
to show from the closing date back to the first of the month (i.e.,
9/4/08 - 9/1/08) and the system will calculate the credit as a negative
figure on Line 901.
The
Disbursement Tab
Clicking
the Disbursement Tab makes the system generate a list of charges from
the settlement statement. Options on the screen allow you to show
the list with or without the HUD-1 itemized descriptions or line numbers.
From the Options button, you can set some basic information about
what items the lender is net funding. (This feature is very basic,
and does not have the full capabilities for analyzing and organizing
line items with respect to net funding as is found in our optional
Checkwriting/Accounting module.) On the Disbursement screen, you can
manually change the payment amounts, payees, net funding status and
other information and manually re-total and type the total for the
checks at the bottom. (Unlike our optional Checkwriting/Accounting
module, there is no automatic totaling or updating on this page.)
Click the Analyze button if you wish to have the system reread the
settlement statement and regenerate the list of changes. Click the
Print button if you would like to print your results.
The
Checkwriting Tab
The optional
Quicken™ Accounting/Checkwriting module saves time and money
by eliminating redundant data entry and reducing the potential for
errors. Working with Intuit's Quicken™, the system reads your
HUD-1, shows you an editable list of charges, and automatically writes
your checks. Best of all, the system automates the accounting processes
needed to comply with three-way reconciliation rules. This module's
high degree of automation and functionality make it appropriate for
a separate "Accounting/Checkwriting Procedure"
section in this Help document.
The
Recording Tab
The Recording
Tab is for the post-closing recording information. It is organized
into sections for the Deed, Mortgage and Assignment recording information.
The Registered Land checkbox at the top opens additional fields for
data associated with Torrens system land registration. This data is
used to generate the information for Schedule A of your title policies.
Optional program features provide additional sections for recording
data for additional instruments, such as a Declaration of Homestead,
a Trustee Certificate, etc.
Working
With Closing Files
Opening
a new file
There
are multiple ways to reach the screen on which you open a new file.
From the Home screen, click the Create New File icon. Or, on the Tasks
panel, click Create File. Or you can click the File menu, then New.
On the
Create New File screen, enter the name for your new file, a file number
and the lender if you know it. Use the Model File field only if you
have created model files in addition to the Standard Model File and
you want to choose one other than what the system has listed for the
lender you entered. Click OK when finished.
Retrieving
an existing file
There
are multiple ways to reach the screen on which you retrieve an existing
file. From the Home screen, click the Open Existing File icon. Or,
on the Tasks panel, click Open File. Or you can click the File menu,
then Open.
On the
Open Existing File screen, you can open a file by typing the first
few characters of the File ID, File Number, or other choices you see
on the pull-down menu. The system will try to anticipate the file
you want, but if it is coming up with the wrong file, type fewer characters
and click the List button to see all files that begin with those characters.
Click or scroll to the file you want, then press Enter to retrieve
the file. If you have a large number of closing files in your system
you can use the date range to decrease the number of files in the
results.
Copying
a file
To copy
a file, retrieve the file on to the screen, then click the File menu,
then Save As. This function is particularly useful for second refinances
on the same property and first and second loans on the same closing.
Deleting
a file
To delete
a file, retrieve the file on to the screen, then click the File menu,
then Delete. Use with caution! You should normally not be deleting
files unless you added one accidentally.
Printing
from a file
There
are two kinds of printing you can do from Standard HUD&Title.
By clicking the Print HUD-1 icon on the Home screen or in the Tasks
panel, you can generate and send directly to your computer a HUD-1
settlement statement. This method bypasses Microsoft Word and does
not preview the finished document on the screen before printing.
The second
method is to use Microsoft Word to generate and print any document
in the system, including a HUD-1 settlement statement. This method
merges your data into Microsoft Word template documents and lets you
view or change the results before printing from Word.
If you
are already in a closing file, clicking Print Documents on the Tasks
Panel brings you directly to the printing screen for you to choose
which documents you want to print.
If you
are not already in a closing file, clicking Print Documents on the
Home screen or the Task Panel eliminates the need to retrieve the
file before printing documents. Instead it opens the Search File for
Printing screen for you to tell the system which file you want to
print documents from.
On the
Search File for Printing screen, choose a file by typing the first
few characters of the File ID, File Number, or other choices you see
on the pull-down menu. The system will try to anticipate the file
you want, but if it is coming up with the wrong file, type fewer characters
and click the List button to see all files that begin with those characters.
Click or scroll to the file you want, then press Enter to retrieve
the file. If you have a large number of closing files in your system
you can use the date range to decrease the number of files in the
results.
Printing
Individual Documents or Batches From a Closing File
Choosing
documents for printing
The Print
Screen is divided into left and right halves. On the left are all
available documents, and on the right are those you have selected
to print. You can filter the list to reduce the number of documents
listed on the left by using the pull-down menu at the bottom of the
screen.
To select
for printing single documents or multiple documents of your own choosing,
highlight the documents on the left and click the Add button in the
center to move them to the right. Hold down the Crtl or Shift key
to select multiple documents or groups of documents. You can remove
individual documents from the right hand side with the "Remove"
button. "Clear" removes all documents from the right column.
Using
Print Batches
For more
efficient selection of documents by "batches," click one
of the batch buttons (such as "Policy") in the center. This
will copy all of the batched documents to the right for you. You can
then Remove individual documents as desired.
Printing
Documents
To print
the documents, use the Print/Merge button at the bottom of your right-side
list. To cancel printing, use Cancel. When you click print, an options
menu will give you choices about how you want the system to generate
the documents. In most cases, the default settings are the best to
use.
Accounting/Checkwriting
Procedure
A. Setting
Funding and Account Information for a Closing
1. Click
on the Checks tab to review the list of charges from the settlement
statement. Note that where there are multiple charges to the same
payee, they will total into one check (the amount shown at the top
of each list of payees). To prevent charges from combining, change
the payee name by adding varying numbers of spaces or asterisks before
the payee names.
2. Use
the Net Funding pull-down menu to set the basic net funding information.
A good strategy is to start with "Line by Line" -- you can
then click on the line number button to the right of any charge and
change it's net funding status, set it as a check to the agent, or
split the check. As you add charges to the net funding total you will
see the first funding item change—this is your net funding total,
or the amount you should check against your wire amount to make sure
you are in balance.
3. Next
to the Export button, enter the name of the account from which the
funds will be disbursed, then click the Export button. The check information
exported to a temporary file (c:\Program Files\Quicken\checks.qif)
for you to import into Quicken.
B. Importing
Check Information Into Quicken
1. Click
the File menu, then Import, and then QIF File. For “QIF File
to Import,” type or browse to "c:\Program Files\Quicken\checks.qif".
If using Quicken 99-2004, for "Quicken Account to import into,"
select the correct account , and Click OK.
2. When
asked “Unrecognized category or class – create category
or class?” click Yes.
3.
Important: In the check preview window in the lower half of the
Quicken screen, make sure all transactions you want imported are marked
“new.” If a transaction is marked “matched” it
will not be imported unless you select the transaction, right-click
it, and mark it “new.” Click Accept All when finished.
C. Editing
and Printing Checks and the Register Report
1. You
can edit check entries in the Closing Account check register. To add
a check, scroll to the blank entry at the bottom of the register.
To delete, void, copy, or perform other functions on a check, select
the check and, on the Edit menu, click Transaction, and click the
appropriate function.
2. To
view the actual checks, click on “Write Checks” or press
<Ctrl-W>. Select checks to review or change. Close the “Write
Checks” window to return to the check register.
3. To
print checks, click the File menu, then Print Checks.
| a.
On the Select Checks to Print screen, enter the first check
number of the checks you will be using. You can print all checks
or selected checks. |
| b.
Set the type of checks being used (Voucher or Standard three
per page checks). |
| c.
Click OK to print, and review the printed checks. |
| d.
When
asked “Did Check(s) Print OK?” enter the number of
the first check which did not. This will reprint the check with
the same information. Click OK to finish. |
4. Print
a Register Report by clicking, on the Register window tool bar, Report,
then Register Report. Click Customize, then the Category tab. Enter
the category name that matches your File ID. Print your report, then
close the report window to return to the Account Register.
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