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Pack Company Procedures

Pack Company Procedures. Scope of these Procedures. Accepting a HIP request from a supplier Allocating the Component Providers Sending the instruction through to the Component Providers Navigation through the HIPSworld menus Completing the Sales Statement and Index Uploading Documents

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Pack Company Procedures

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  1. Pack Company Procedures

  2. Scope of these Procedures • Accepting a HIP request from a supplier • Allocating the Component Providers • Sending the instruction through to the Component Providers • Navigation through the HIPSworld menus • Completing the Sales Statement and Index • Uploading Documents • Compiling the completed HIP • Ordering a printed copy of the HIP • *** NB, Adding a HIP onto HIPSworld is covered in the Agent Supplier Guide. This guide should also be read by Pack companyusers.

  3. Logging On This website will be branded • Enter your email address and password to login

  4. Accepting a HIP Request • From the Pack Company menu, select Awaiting Authorisation

  5. Start the Instruct Provider Process The next screen lists the requests pending acceptance: • Select one from the list • Click on View on the left

  6. View Details • Work through the menu on the left of the screen to view details of the seller and the property • Go to the Supplier Notes menu and add any relevant notes for the component providers

  7. Instructing Component Providers – The HIP Provider NB If any part of the seller’s name details are found to be incorrect, they cannot currently be changed after the instruction has been accepted and sent to the providers. The instruction must be aborted and started again prior to this stage if amendments are necessary.

  8. Surveyors • Select EPC/HCR from the menu on the left or click on Next • Click on the word Select to select the required SURVEYOR (multiple surveyors can be listed with local or nationwide coverage) • Add additional Notes if required • Click NEXT or click on Legals on the left menu

  9. Legals • Select the Law Firm • Add additional Notes if required • Click NEXT or click on Searches on the left menu

  10. Searches • Select the Search Provider • Add additional Notes if required • Click NEXT or click on Confirmation on the left menu

  11. Confirmation • Check that the providers chosen are correct • Check the box to agree the Terms and Conditions – this will bring up another box in which you will be able to add an additional charge if necessary – see next screen

  12. Confirmation Screen - ContdAdditional Charges and Modified Fees • Enter any additional charge as necessary, with a description Modify Provider Fees If the user also has the roleCan Change Provider Fees (see Admin guide) they will have a link available named Modify Provider Fees. SelectingModify Provider Feeswill display the following screen which allows the user to modify each of the Providers’ configured charge fees if necessary.

  13. Confirmation Screen - ContdModify Provider Fees Thefollowing input boxes will be displayed: • Enter values • Enter a Reason for the change – this is a required field • To Cancel the Provider Fee Charges, hover the mouse over the words ‘Cancel Provider Fee Charges’ and click • Select Finish.

  14. Viewing HIPs – The HIP Company

  15. Viewing the Progress of HIPs • Return to the Pack Company, Awaiting Authorisation menu • Change the HIP Status field to Transaction Processing • Click on the Search button on the right • ‘TRAFFIC LIGHT’ colour boxes indicate component STATUS • Click View (left hand side) to view components and build HIP

  16. View DetailsAll details regarding the selected HIP are viewable on the next screens, including providers, pack documents, property details and ledger viewEdit information • To edit information click on the Edit button on the left of the screen just above the tabs • Edit boxes will appear for you to apply changes • Click on Save (circled) • Click on Toggle Status/Names button (near Edit/Save) to see the Provider names

  17. Toggle Status • By clicking on Toggle Status the details above will change to the names and email addresses for the Component providers • Click on the email address to generate an email to the provider

  18. View Details- contd Information Tabs • Use the tabbed areas (circled) to view more detail • The screen defaults to Included Documents – see next screen • If documents meet requirements of HIP select the COMPILED HIPS tab

  19. Tab 1 - Included DocumentsThe required documents for this HIP are listed in the Documents Description area of the same screen. • To upload a document, click on the green link on the left of the document name This will open a dialogue box on top of this screen – see next slide • To view a document that has already been uploaded, click on the icon in the same columnThis will open a dialogue box, click on the Download Now button at the bottom NB: on the right of this area above, the date that the document was uploaded is visible. The column next to this details the number of times that the document has been viewed.

  20. Tab 1 (contd) Upload Document to HIPThe following screen appears: • Click on the Browse button (circled) • Select the document to upload • Click Finish

  21. Tab 1 (contd)Generate Index • When all documents have been uploaded for a particular case, click on the Generate Index link (circled) to produce an index for the pack of documents

  22. Tab 2 - Compiled Hips Building HIPs • NB: The HIP must show a ‘Ready to Market’ status • Click HIP Builder to assemble pack

  23. Building HIPs - contd • In the screen that appears, click Next

  24. ! IMPORTANT ! All documents to be included in the HIP must be checked carefully before downloading and sending to print.

  25. Building HIPs - contd • In the next view, all documents are displayed for checking • Delete documents if necessary by clicking on the Red X icon • Move to Pending by clicking on the Blue P icon • Click on Finish to compile the Hip • The HIP has now been assembled and is available for Download

  26. Place Print Order • Still in the Compiled HIPs tab: • Click on the Place Print Order link (circled) • In the screen that appears, click on Save Only • Click on Save and Submit to send the request to the printers

  27. Tabs 3, 4 and 5 Not Included Documents:Any other documents that have been provided, eg a seller’s guarantee, can be scanned and, if not required in the pack, can be stored in this section. Provider Notes:Any notes can be entered on this screen, which will be visible to the supplying agent as well as the pack company. Contacts and Property:This shows detailsof the transactionand of the component providers:NB Depending on your access level, a number of fields can be edited using the Edit button Providers can also be changed at this stage

  28. Tab 6 – Ledger View • Standard charges are displayed • Additional charges and fees can be added using the links (circled) • For more detail on adding extras and print charges, see the HIPsworld Ledger View helpsheet

  29. Reports are available to aid HIP Provider Management Compiled HIPs can be branded, printed and delivered END

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