Pack Company ProceduresPack Company 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.

Scope of these Procedures

Logging OnLogging On

• Enter your email address and password to login

This website will be branded

Accepting a HIP Request

• From the Pack Company menu, select Awaiting Authorisation

Start the Instruct Provider Process

The next screen lists the requests pending acceptance:

• Select one from the list

• Click on View on the left

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

Instructing Component Providers – Instructing Component Providers – The HIP ProviderThe 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.

SurveyorsSurveyors

• 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

• Select EPC/HCR from the menu on the left or click on Next

LegalsLegals

• Select the Law Firm

• Add additional Notes if required

• Click NEXT or click on Searches on the left menu

SearchesSearches

• Select the Search Provider

• Add additional Notes if required

• Click NEXT or click on Confirmation on the left menu

ConfirmationConfirmation

• 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

Confirmation Screen - Contd

Additional Charges and Modified Fees

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.

• Enter any additional charge as necessary, with a description

Confirmation Screen - Contd

Modify Provider Fees

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.

The following input boxes will be displayed:

Viewing HIPs – Viewing HIPs – The HIP CompanyThe HIP Company

Viewing the Progress of HIPsViewing the Progress of HIPs

• ‘TRAFFIC LIGHT’ colour boxes indicate component STATUS

• Click View (left hand side) to view components and build HIP

• Return to the Pack Company, Awaiting Authorisation menu

• Change the HIP Status field to Transaction Processing

• Click on the Search button on the right

View Details

All details regarding the selected HIP are viewable on the next screens, including providers, pack documents, property details and ledger view

Edit 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

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

View Details- contd

• 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

Information Tabs

Tab 1 - Included DocumentsThe required documents for this HIP are listed in the Documents Description

area of the same screen.

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.

• 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

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

• Click on the Browse button (circled)

• Select the document to upload

• Click Finish

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

Tab 2 - Compiled Hips

Building HIPsBuilding HIPs

NB: The HIP must show a ‘Ready to Market’ status

• Click HIP Builder to assemble pack

Building HIPs - contd

• In the screen that appears, click Next

! IMPORTANT !

All documents to be included in the HIP must be checked carefully before downloading and

sending to print.

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

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

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

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

Reports are available to aid HIP Provider ManagementReports are available to aid HIP Provider Management

Compiled HIPs can be branded, printed and deliveredCompiled HIPs can be branded, printed and delivered

END