DPN Quarter 2 2010 Update

1. DPN Quarter 2 2010 Update • The enhancements described in this document are being installed on your DPN accounting server. Make sure this information is communicated to ALL users of the DPN accounting system before the updateso the changes will be anticipated. Here is a brief overview of some of the changes included in this update: • “Shortcuts” have been added to the DPN screen and report headers. The Shortcut displays the keystrokes entered to arrive at the screen or produce the report. • Reports printed to F(file) or DISK are stored in a new subdirectory on the DPN Server. • In our continuing efforts to “Go Green”, enhancements have been made to PDF Printing through Secure CommNet. PDF printing allows for easier distribution and ends paper storage and waste. • Edit Archive has been enhanced to now include check registers and update banners. • Real Estate Changes including the option to print the aging on Agent Laser Statements as well as circling the balance due. • Broker Held Escrow - Significant changes have been made to the Broker Held Escrow module…..to mention a few: • The New Escrow Processing, Transaction Processing, Check Writing, and Manual Checks programs now use the “pick” format to be standard with the other DPN processing programs. Processing screens have changed. • New parameter fields have been added, such as a Transaction Journal is now required prior to the first Transaction Processing Update. Additional parameter settings affect check writing such as the option to print escrow checks by office. • Multiple deposits can be added on a new escrow – additional projected deposits may also be scheduled. • Escrow balances can be transferred from one escrow to another. • An auto-void check option is now available. • Multiple refund check records can be created from Real Estate Fallthrough Processing. • Reviewing the items listed in this brief overview should not take the place of reviewing this entire document of changes.

2. DPN Quarter 2 2010 Update After the update, check your work carefully! Even though we have made every effort to thoroughly test the new programs before releasing them to you, we often do not know about special processing you are doing or exceptions that you have incorporated into the system. KEEP EDITS SMALL FOR THE FIRST FEW BATCHES PROCESSED! Remember the importance of printing and verifying your edits BEFORE updating. Be sure to watch the update process and confirm that you receive the “Update Complete” message on your screen before continuing with your work. If an update stops, DO NOT close your window! Contact DPN Customer Support and be prepared to tell them exactly what you were updating and what is displaying on the screen. Be prepared to fax or email the edit.

3. Overall Changes – Shortcuts A new “Shortcut” feature has been added to the DPN screen and report headers. The Shortcut displays the keystrokes entered to arrive at the screen or the keystrokes required to produce the report. For example, the keystrokes required to arrive at the Name/Address input screen are RE-5-1. Enter RE (Real Estate) from the Main Menu. Refer to the next page.

4. Overall Changes – Shortcuts The Agent General Reports Menu displays next and the keystrokes entered so far, RE-5, display on the screen header. Now, from the Agent General Reports Menu enter 1, which is the Name/Address List. Refer to the next page. The RE keystrokes entered on the Main Menu display on the screen header of the Real Estate Menu. From the Real Estate Menu enter 5, which is the Agent General Reports option.

5. Overall Changes – Shortcuts The Agent Name/Address screen displays. The screen header displays the shortcut/keystrokes entered to arrive at the input screen, which was RE-5-1. The Shortcut on the report header matches the screen header. Please note that due to adding the shortcut to the report header, some report header descriptions have been shortened. Shortcuts print on edits and reports. Shortcuts DO NOT print on forms such as vouchers, sales detail sheets, checks, statements, etc.

6. Overall Changes – Shortcuts Shortcuts do not display on System Manager Menus. Asterisks will display instead:

7. Overall Changes – Printing Reports to F(file) & DISK Changes have been made to the location of where reports printed to F(file) and DISK are created and stored on the DPN Accounting Server. Previously, when a user printed a report to F(file) or DISK, the report was created and stored in the user’s home directory. Now, when a user prints a report to F(file) or DISK, the report will be created and stored in a subdirectory within the user’s home directory. For example, previously, when user “john” printed reports to F(file) or DISK, the reports would be created and stored in /home/john. Now, when user “john” prints reports to F(file) or DISK, the files will be created and stored in /home/john/DpnRpts. Users should make sure their letter drive is mapped correctly in order to access the reports in DpnRpts and open them in Excel. Reports printed to DISK can be accessed using the PF(Print Reports from DISK option), which is discussed on the next page. The screens below show examples of the messages that display when reports are printed to DISK and F(file). Refer to the next page. Report printed to DISK Report printed to F(File)

8. Overall Changes – PF(Printing Reports from DISK) The PF(Print Reports from DISK) option on the DPN Main Menu can be used to access reports printed by your user ID to DISK or F(file). As mentioned on the previous page, the reports are stored in the DpnRpts subdirectory. NOTE: Every time a user prints the same report to DISK or F(file) for the same company, it will automatically overwrite any previous file that user ID created. Enhancements have been made to the PF option allowing the user to now specify a starting order to begin the display. Previously, a starting order was not available. The starting order options are N(program name order), D(date/program name order), or C(company number/program name order). Refer to the next page.

9. Overall Changes – PF(Printing Reports from DISK) The example below shows the Agent Name/Address List was printed to DISK. The program name for this report is SMADR005. The user selects the PF option from the DPN Main Menu, enters a sort order of “N”, and a starting point of “S”. The report names beginning with the letter “S” display, as shown in the screen on the right. Keep in mind that printing reports using the PF option should not replace printing reports to the printer. Printing reports from PF may not give you the desired results you are looking for in terms of report layout and font size. Due to the change in location of the stored reports, any reports your user ID printed to DISK or F(file) prior to the update will not be available using the PF option.

10. Overall Changes – Printing Legal or Letter Landscape ^ Legal Landscape + Letter Landscape Reports that print Legal Landscape or Letter Landscape are designated on the menu with a particular character. For example, the Management Reports Menu includes reports that print to Wide Paper (Legal Landscape) as well as Letter Landscape – these reports are designated with a special character as indicated below. Previously, upon selecting one of these options, the user was required to enter the printer name that was set up to print Legal or Letter Landscape. Now, the correct printer name will default for the user if it is set up in the User’s Authorization File – contact DPN Customer Support for assistance. If the Legal and Letter printer names aren’t set up to default, the user can still enter the name set up for that type of printing and the report will print. Refer to the next page.

11. Overall Changes – Printing Legal or Letter Landscape The example User Authorization record below shows that the regular default printer for user ID “smw” is NP01. The Letter Landscape default printer is LD01 and the Legal Landscape default printer is LG01. If your company was using the previous version of PDF Printing (aka Ghostscript) and the Default Printer for your user ID is PDF0, then you probably already have PDF printer names set up for Letter and Legal Landscape printing such as PDFL and PDFG. Contact DPN Customer Support if you have any questions or need assistance with set up. NOTE: The new version of PDF Printing will be discussed later in this chapter. Refer to the next page.

12. Overall Changes – Printing Legal or Letter Landscape The Commission Cutting Report is an example of a report that prints Letter Landscape. After the print criteria has been entered but BEFORE the printer prompts display, a message will display stating that the report prints Letter Landscape, and therefore a printer name set up for Letter Landscape must be used. In this example the user’s Letter Landscape printer name is LD01 and is set up in the User’s Authorization File. As shown in the example screen below, the printer name LD01 defaults. If the Letter Landscape printer was not set up, the user’s regular default printer would default and the user would have to manually enter their Letter Landscape printer name in order to print the report correctly.

13. Overall Changes – PDF Printing in CommNet The message displays on the screen with the report’s location along with the system date/time stamp including the seconds. In this example, the report was printed March 22, 2010 at 3:50:25 pm - press Enter or F8 to clear the message. Refer to the next page. In this example, user “smw” prints the Agent Name/Address List to PDF0. NOTE: If your default printer is PDF0, when printing legal landscape or letter landscape reports, the correct printer name (such as PDFG or PDFL) will automatically default if they are set up in the User’s Authorization File. The PDF Printing in CommNet feature is used to print reports and statements to PDF instead of printing them to the printer. Changes have been made to enhance PDF Printing and these changes will be described in the next few pages. If your company does not use PDF Printing (aka Ghostscript) but would like information, contact DPN Customer Support. Changes to PDF Printing – PDF reports are now created and stored separately by date within the user’s PDF directory/folder. For example, when printing a report to PDF0, a message will display on the screen with the filename and its location.

14. Overall Changes – PDF Printing in CommNet Reports printed to PDF on March 22, 2010 Folders are created for each system date in yyyymmdd format for the dates reports are printed to PDF Next, using Windows Explorer, go to the mapped letter drive on the DPN Accounting Server for your user ID and locate the file. Click on the PDF folder and find the folder for the system date the report was printed. A folder is created for each day that PDF reports are printed and all PDF reports printed for that day will be created in that folder – this allows for better organization of your reports. Now that the filename has been expanded to include seconds in the date/time stamp, this will allow the same report to be printed more than once without overwriting the previously printed file. Once the file has been located, open it in Adobe. The example below shows folders for PDF reports that were printed for March 15, 16, 17, 18, 19, and 22, 2010. Using the filename shown on the previous screen, we can locate the file. The same report was printed twice on March 22nd. Click on the correct file and if you have Adobe Reader installed on your PC, the file will open – refer to the following page for an example:

15. Overall Changes – PDF Printing in CommNet The Agent Name/Address List selected opens in Adobe:

16. Overall Changes – PDF Printing in CommNet Printing Edits to PDF0 – Step 1 Commission Vouchers This example explains printing and updating a commission edit including the vouchers and the sales detail. Each time the PDF message displays on the screen, a PDF file is created. Four individual PDF files will be created in the PDF directory for the system date they were printed, which in this example is March 24, 2010. Select the Edit/Update option (RE-3-9) and print the vouchers to PDF0. The message displays on the screen. Windows Explorer shows that the vouchers PDF file was created in the March 24, 2010 date folder (i.e. 20100324). Press Enter to clear the message and the prompt to print the sales detail will display – refer to the next page.

17. Overall Changes – PDF Printing in CommNet Printing Edits to PDF0 – Step 2 Commission Vouchers Sales Detail Print the sales detail to PDF0. The file created message displays. Windows Explorer shows the sales detail PDF was created. Press Enter to clear the message and the prompt to print the edit will display – refer to the next page.

18. Overall Changes – PDF Printing in CommNet Printing Edits to PDF0 – Step 3 Sales Detail Commission Vouchers Commission Edit Now the prompt to print the commission edit displays - enter PDF0. The message displays and the commission edit PDF file is created. Click on the PDF file to open the edit in Adobe. Either view or print the edit and verify that the information is correct PRIOR to updating. NOTE: If the commission edit is out-of-balance or N was entered not to update, the edit just created will remain in the folder. Let’s continue with the update process, press Enter to clear the screen - refer to the next page.

19. Overall Changes – PDF Printing in CommNet Printing Edits to PDF0 – Step 4 Sales Detail Commission Voucher Commission Edit Commission Edit AND Update Banner Finally, the prompt to update the edit will display - if the edit is correct enter Y to update. Once the update is complete, the “Commission Update Complete” message will display on the screen along with the Batch Number for this batch of commissions. Press Enter to clear the message and the final message will display as shown in the screen below. Another copy of the edit along with the update banner has been created - this is the edit and update banner that is updated to Edit Archive (if your company uses Edit Archive.

20. Overall Changes – PDF Printing in CommNet Printing Letter and Legal Landscape When printing Letter and Legal Landscape reports to PDF and the user enters the printer name set up for Letter Landscape (i.e. PDFL) or Legal Landscape (i.e. PDFG), the report will be created the same as discussed previously. Locate the report and open it in Adobe - it will display as shown in the example below. Select the Print option - refer to the next page.

21. Overall Changes – PDF Printing in CommNet Printing Letter and Legal Landscape Now, when selecting to print Legal Landscape reports, the user can actually choose to condense the report and it will print Letter Landscape on 8 ½ x 11 paper, or the user can choose to print the report Legal Landscape on legal paper (8 ½ x14). In this example, Adobe Reader version 9 is being used. When the report is opened, Adobe automatically sets the report paper size to 8 ½ x 11 landscape as shown in the print dialog box on the left. By clicking the “Choose paper source by PDF page size” option, the report changes to the 8 ½ x 14 landscape as shown in the print dialog box on the right.

22. Overall Changes – Edit Archive Edit Archive has been enhanced to now include check registers and update banners. The original check register and update banner for the batch of checks in the check run will be written to Edit Archive. However, if the restart option is used, the new register and banner will not overwrite the original register and banner already stored in archive. NOTE: Copies of the checks are not written to Edit Archive.

23. Overall Changes – Edit/Update Programs Printing edits to the PRINTER – With the enhancement of writing update banners to Edit Archive, the user MUST now press the Enter key when the “Update Complete” message displays on the screen in order to release the update banner to the printer. At this same time, the edit AND update banner will be written to Edit Archive.

24. Overall Changes – Number of Copies Now, it is a universal system parameter option. If the option is turned on, it is turned on throughout the system for all users and displays in all report programs. Contact DPN Customer Support for further information. The Number of Copies prompt previously displayed in certain report programs.

25. General Ledger – Budgeting Previous New Option 6 only displays if your company uses Financial Analyst. The menu option title has been renamed.

26. Real Estate – Main Menu Changes Previous New The Real Estate Main Menu options will split into two columns on the screen if your company uses any of the additional options after option 12 (Archive Information). 2) Options 1-12 are standard menu options on the Real Estate Menu. Any additional options used after option 12 will not be renumbered in sequence – each option has now been assigned its own menu option number. For example, if your company uses the Letters and Awards options, the Real Estate Menu would be numbered 1-12 for the standard options, and then the Letters option would be option 17 and the Awards option would be option 18 – they will not be renumbered in sequence as options 13 and 14. 3) If your company uses both the Manager Overrides and Recruiting/Mentor Bonus options, they are now two separate options on the menu, options 14 and 15 respectively. Previously they both shared the same menu option number.

27. Real Estate – Add a Contract (RE-2-1) If your company interfaces Listings with Real Estate, the Property Type has always been a validated field when a listing is attached to the pending contract. Now, the option is available to also validate the Property Type field when adding a pending contract and a listing is NOT attached to the contract. Set the Validate Prop Type field on Screen #8 of the Real Estate Parameters to Y. When a user enters a pending contract but does not attach a listing to the contract, they will have to enter a valid property type (F6 is available to view/select), or leave the field blank. The user will no longer be able to enter free form characters in the Prop Type field. This is also applicable in the Change Non-Financial Data (RE-2-2) and Change Financial/Agent Data (RE-2-3) options.

28. Real Estate – Edit/Update New Contracts (RE-2-8) If the Pending Contract Edit/Update is not allowed, a message will now display on the screen to alert the user. Press Enter or F8 to clear the screen and the edit will print to allow the user to review.

29. Real Estate – Change Non-Financial Data (RE-2-3 or RE-2-23) If your company Tracks Leases in DPN (the Lease Tickler Option field on Screen 1 of the Real Estate Parameters must be Y, AND the sale type entered on the pending contract must be flagged in the Sale Type File as a lease). The option is now available to Add or Change lease information using the Change Non-Financial Data option. When the pending contract meets the criteria listed above, the user will be prompted to “Change lease information?” If Y is entered, the Lease Information window will display.

30. Real Estate – Commission Edit/Update (RE-3-9) Previous New The Commission Update Complete message and Batch Number now display in a window.

31. Real Estate – Reports with Multiple Agent Range Printing “Reports with Multiple Agent Range Printing” means multiple batches of agents printed in N(numeric) order can be printed for the same report criteria without having to re-enter the criteria for each batch. Several DPN Real Estate Reports and Agent Statements currently have this capability (refer to the list on the page 33) when printing to the printer, but this update includes an enhancement to this capability when printing to PDF0, F(file) or DISK (where applicable). Printing to PDF - The Agent Production Detail Report (RE-5-30) will be used in this example. After entering the print criteria, the user enters the first range of agents to be printed. In this example, we are using the PDF0 printing option. The filename is AGPRD005 followed by a sequential number and then the date/time stamp (hour, minutes, seconds). For each range of agents printed in this batch, the sequential number will be incremented by 1, followed by the new date/time stamp. This allows the user to print the same report criteria for multiple batches of agents without overwriting the previous batch. Once the filename message is displayed, press Enter or F8 to clear the message and the cursor will return to the Beginning Agent No. field allowing the user to enter the next range of agents to be printed for the selected criteria. Each report printed to PDF0 will be written to the current system date folder as previously discussed in the PDF Printing in CommNet section. Refer to that section for further information. Refer to the next page for an example of printing to F(file) or DISK.

32. Real Estate – Reports with Multiple Agent Range Printing Printing to F(file) or DISK - The Agent Production Detail Report (RE-5-30) will be used as the example. After the user enters the print criteria and the first range of agents to be printed, the file will be created. In this example, the agents are being printed to F(file). The filename is AGPRD005 followed by a sequential number – no date/time stamp will be appended. For each range of agents printed in this batch, the sequential number will be incremented by 1 – there is no date/time stamp. Once the filename message is displayed, press Enter or F8 to clear the message and the cursor will return to the Beginning Agent No. field. This allows the user to print the same report criteria for multiple batches of agents without overwriting the previous batch. Each file created will be stored in the DpnRpts directory within the user’s home directory on the DPN server. Refer to the Printing Reports to F(file) & DISK section previously discussed in this documentation for further information.

33. Real Estate – Reports with Multiple Agent Range Printing The following Real Estate reports have the multiple agent range printing capability when the report is printed in N(numeric) order. Agent Contract Registers • Pending Contracts Inventory (RE-4-2-1) • Current Pending Contracts (RE-4-2-2) • Closed Contracts (RE-4-2-3) • Fallthrough/Rejected Contracts (RE-4-2-4) • All or Pending/Closed Contracts (RE-4-2-5) • Transaction Fee Detail (RE-4-14) Agent General Reports • Production Detail (RE-5-30) Agent Earnings Reports Earnings by Acct Period • Detail Earnings (RE-6-2) • Detail Earnings/Volume/Units (RE-6-3) • Agent Earnings Statement (RE-6-6) • Earnings by Pay Code (RE-6-7) Calendar Year Earnings • Detail Earnings (RE-6-11) • Detail Earnings/Volume/Units (RE-6-12) • Agent Earnings Statement (RE-6-15) • Earnings by Pay Code (RE-6-16) 1099 Earnings • 1099 Detail Earnings (RE-6-21) Agent Statements • Open Item (RE-9-30) • Balance Forward (RE-9-31) • Laser Open Item (RE-9-32) • Laser Balance Forward (RE-9-33)

34. Real Estate – Agent Statements Two new options have been added to the Agent Statement Parameters (RE-1-11-12). 1) The Open Item Aging Flag field is applicable to the Laser Open Item Statement (RE-9-32). If turned on, the current, over 30, 60 and 90 day aging is printed under the totals. 2) The Circle the amount due field is applicable to the Laser Open Item Statement (RE-9-32) and Laser Balance Forward Statement (RE-9-33). Refer to the example statement on the next page which shows how the Laser Open Item Statement will print when both of these options are used.

35. Real Estate – Agent Statements Balance due is circled Aging The example Laser Open Item Statement (RE-9-32) below includes both the aging AND the circle around the balance due total. Remember that agent statements can now be printed to PDF.

36. Accounts Payable – Vendor Comments Only displays for type 3 vendor payees with comments Applicable to companies that use the Vendor Comments feature and applies to the A/P Invoice Processing (AP-2-1), Recurring A/P (AP-3-1), and One Step Invoice/Check (AP-6-1) options for type 3 vendor payees. Previously, if the Vendor Comments feature was turned on, the prompt “This Payee has comments, View the comment? would automatically display whether or not the vendor payee had comments stored in the Payee File (AP-1-1). This caused additional keystrokes for the user. Now, the program has been changed to display the prompt ONLY if the vendor payee has a comment stored in the Payee File. NOTE: If your company currently does not use the Vendor Comments feature but would like to use it, the option can be turned on in the Accounts Payable Parameters by setting the Use Vendor Comments field on Screen #5 to Y.

37. Broker Held Escrow Enhancements

38. Broker Held Escrow – Parameter Changes A Transaction Journal is now required and a new field has been added to Screen #3 for the Transaction Journal. Set up a journal code in the GL Journals (GL-1-4), then add it to the Escrow Parameters. Repeat this process for each company that processes escrow. NOTE: The Transaction Journal must be entered in the Parameters or else the Transaction Processing Update will not be allowed. A new field has been added to Screen #1 to allow a default for the Escrow Order field in the Escrow Activity option (ES-7-1). Required

39. Broker Held Escrow – Parameter Changes The Require an Office Number field on Screen #7 is now utilized in Check Writing. If Y is entered in this field, the option to print checks in Office order is available. Fields have been added to Screen #7 to set the defaults for the Company Broker Check fields in Check Writing.

40. Broker Held Escrow Significant changes have been made to the Broker Held Escrow module when holding earnest money deposits. It is highly recommended that any user that processes in Broker Held Escrow review this information prior to processing . First, this update documentation is going to go through the changes when earnest money deposits are entered through Sales Contract Processing and when the escrow is closed in Commission Processing. Next, the documentation will go on to explain the new changes made to the Broker Held Escrow programs.. Finally, the documentation will go through the process of refunding escrow deposits through the Fallthrough option in Real Estate.

41. Broker Held Escrow – Sales Contract Interface (RE-2-1) The ability is now available to enter multiple initial earnest money deposits - the escrow window displays as it did previously: Refer to the next page. Custom option that may not be used by your company

42. Broker Held Escrow – Sales Contract Interface (RE-2-1) The deposit information is now displayed within a window. The Deposit Type field now accommodates recording earnest money deposits that have been wired into your company’s accounts, as well as recording money orders received, checks and cash. Wires recorded in this window will post to the escrow bank account when updated through the new escrow edit but they will not show on the deposit slips for the escrow account for the day. Based on Deposit Type entered, the user will be prompted to enter a check number or the Memo field will display to accommodate non-numeric values - such as WIRE. Refer to the next page. Valid Deposit types are: CK(check) CA(cash) MO(money order) WI(wire in)

43. Broker Held Escrow – Sales Contract Interface (RE-2-1) After accepting the deposit record, the deposit is recorded and the option is available to add additional deposits by selecting the F5(add) function key. Refer to the next page.

44. Broker Held Escrow – Sales Contract Interface (RE-2-1) If F8 is pressed anytime after recording the deposit information, the user will be prompted to delete the escrow information. If N is entered, the information will not be deleted. If Y is entered, the escrow information will be deleted. The Abort Sale? prompt will display next - to continue adding the sale enter N. Refer to the next page.

45. Broker Held Escrow – Sales Contract InterfaceEdit/Update (RE-2-8) Multiple deposits including the total deposits amount prints on the pending contract edit.

46. Broker Held Escrow – Sales Contract InterfaceEdit/Update (RE-2-8) If the escrow number was accepted in the Broker Held Escrow window in the contract but a deposit amount was not entered, a line item will print on the pending contract edit showing the attached escrow number, and the *** Sales Linked to Existing Escrows on this Edit message will display.

47. Broker Held Escrow – Sales Contract InterfaceNew Escrow Processing (ES-2) Select the New Escrow Processing option (ES-2-1). The accounting period from the New Sales Contract Edit/update (RE-2-8) is being passed through to the New Escrow Processing Edit. This will allow the user to update the records to separate accounting periods if they forgot to update their escrows before entering another batch of pending sales. This will be discussed in further detail later on in this section.

48. Broker Held Escrow – Commission Processing (RE-3)Input Commissions (RE-3-1) The escrow information now displays as shown below. The beginning balance displays. The “real time” balance now displays in the ES Ck Edit field – if there are escrow checks in the edit file for this contract the amount would display in this field. The ending balance also displays. The Trf Escrow field displays for companies that transfer escrow balances. When closing a deal with an escrow balance, the escrow information previously displayed as shown below: Previous New Note: If an earnest money deposit was not entered on the pending contract, OR the earnest money deposit WAS entered on the pending contract but WAS NOT updated in the Broker-Held Escrow New Escrow Processing Edit/Update, the Escrow Information fields will display with no values.

49. Broker Held Escrow – Menu Changes Options have changed on the Escrow Menu. Option 4 (Transaction Processing), has been expanded to now include transferring balances from one escrow to another. Option 6 (Process Manual Checks) has been expanded to now allow auto-voiding escrow checks. The Interest Calculation Option has been removed from the menu, as it is no longer used. Removing the Interest Calculation option required the renumbering of options 7-12, as shown on the New Escrow Menu screen. Previous New

50. Broker Held Escrow – Overall Changes Previously, when searching for an escrow, the escrow could be located by entering the escrow number or F6 to view/select by property address. The search options have been expanded to now allow the user to search for the escrow by F4(cross reference – if you are using the State Cross Reference feature) or F5 to search by payee. The F6 key description has been changed from view/select to address . Previous New