Customer Tips 

Cott Systems

 

Setting Up a New Kind Code

When you need to enter a new Kind Code, follow these steps:

  1. Go to Reference > Indexing > Kind Code.
  2. Click the Add button.
  3. Enter the Kind Base and Kind Suffix. These are the abbreviations of the Kind Code.
  4. Select the Group Code, if used. This is the type of document, such as Deed or Mortgage.
  5. Select the Index Type and then enter the Kind Description. The Kind Description is the full name of the new Kind Code.
  6. Next make sure to check the search options that are allowed to view the records. Check both Office boxes and if the public is allowed to view these type of records, check both Intranet boxes and both Internet boxes.  Check the Allow boxes.
  7. Click the Save button.

Changing Book/Page or File Numbers

Occasionally a Book/Page or File Number may be entered out of order.  To update the numbers, follow these steps:

  • Go to the indexing screen where your instrument resides, such as Complete Fee Instruments or Key Verification.
  • Change the Book/Page or File Number.
  • Make any additional changes to the index record, including completing your indexing.
  • Click the Save button and then the Print button.
  • Select the document stamp, or cover sheet, and click Print.

The document stamp or coversheet will print. Click the Done button.


 

Correcting Scan Pages

Often times the wrong number of pages have been entered into fees or indexing.  To modify the number of scan pages you will follow these steps:

  • Go to the indexing screen where your instrument resides, such as Complete Fee Instruments or Key Verification.
  • Change the number of scan pages.
  • Make any additional changes to the index record, including completing your indexing.
  • Click the Save button and then the Print button.
  • Select the document stamp, or cover sheet, and click Print.

The document stamp or coversheet will print.  Click the Done button.


 

Unlocking a Document or Workgroup

Sometimes the document or workgroup that you need to complete has become locked.  To unlock it, follow these steps:

  • Go to Workflow > Indexing > Reset/Unlock Index Record. This may say Reset/Unlock Workgroup.
  • Select the Index Type and enter the Book/Page or File Number information. Click the Find button.
  • Select the document and Click Unlock Records. It may say Unlock Workgroup.

What is the difference between a Void Receipt and  a Void Re-Enter Receipt?

Void Receipt – the receipt should not exist in the system. You will also have the chance to delete the associated index record(s) and image(s).
Void and Re-Enter Receipt – You need to make changes to a fee customer, changes to a transaction on the receipt, delete a transaction from the receipt, or add a transaction to the receipt. This option does not affect the associated index record and images. If you need to make changes to the index record go to Online Corrections. To make changes to the images, do to Document Manager.

How to perform a Void Receipt?
  • Go to Workflow > Fees > Void Receipt.
  • Enter the Receipt Number and click the Find button.The Receipt Date is the date that the void will be performed on. You can leave it at the current date, or choose a new date. The date you choose is where the money will be removed.
  • Enter the reason for the void and click the Void Receipt button. If the New Receipt Date does not equal today’s date, a warning message will display. Click Yes to continue or No to go back and change the date.

How to perform  a Void and RE- enter Receipt?

  • Go to Workflow > Fees > Void Receipt.
  • Enter the Receipt Number and click the Find button.
    The Receipt Date is the date that the void will be performed on. You can leave it at the current date, or choose a new date. The date you choose is where the money will be removed*.
  • Enter the reason for the void and click the Void Receipt button. If the New Receipt Date does not equal today’s date, a warning message will display.
  • Click Yes to continue or No to go back and change the date.

You will be taken to the Receipt Entry screen where you can perform any of the following actions:

  • Modify Fee Customer information. Click the View button to display the fee customer information. Make your changes and click Continue.
  •  Modify, Delete, or Add a Transaction. Right-click on the transaction located in the grid and select Modify or Delete. To add a transaction, simply select the transaction from the transaction drop-down and enter as normal. 
  • Modify the Payment. To modify the payment, click the Accept Payment button to go to the Payment screen. You can modify the existing payment, delete the existing payment, or add a new payment.
  • When you modify a transaction the money is removed from the reports and deposits for the day, then re-added.  You will see a negating amount and then the new amount on the reports.