Pack Company Procedures

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 company users.

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 sellers 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.
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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

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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
role Can Change Provider Fees (see Admin guide)
they will have a link available named Modify
Provider Fees. Selecting Modify Provider Fees
will display the following screen which allows
the user to modify each of the Providers
configured charge fees if necessary.
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Confirmation Screen - Contd Modify Provider Fees
The following 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.

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Viewing HIPs The HIP Company
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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

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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

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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

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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

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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.
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Tab 1 (contd) Upload Document to HIP The
following screen appears

• Click on the Browse button (circled)
• Select the document to upload
• Click Finish

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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

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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

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

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Tabs 3, 4 and 5
Not Included DocumentsAny other documents that
have been provided, eg a sellers guarantee, can
be scanned and, if not required in the pack, can
be stored in this section. Provider NotesAny
notes can be entered on this screen, which will
be visible to the supplying agent as well as the
pack company. Contacts and PropertyThis shows
detailsof the transactionand of the component
providersNB Depending on your access level,
a number of fields can be edited using the Edit
button Providers can also be changed at this
stage
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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

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