Tracking and Reporting With Calyx Point Presented by Stephen Breden Calyx Certified Trainer and Consultant Colleyville, TX The presentation will start at 10:36.

Who Is Stephen Breden Original Calyx Customer from Sacramento, CA, June 1992 One of five Certified Calyx Trainers Microsoft Certified (MCSE+I) Contributing Editor to Mortgage Originator Magazine Licensed Broker since 1990 in CA; licensed Broker since 2000 in TX Member of TAMB, former member of CAMB

Point Is Legendary for Ease of Use… Most of us use it for completing a loan application. It has a considerable number of other capabilities that many users do not utilize. Later versions of Point provide some real power and ease of use when it comes to tracking and reporting on your pipeline. The ability to track status from the search screen is very helpful in following a loan from beginning to closing. File management and correct archiving practices can greatly assist us with our long term marketing efforts.

Tracking Our Loans as a Part of Searching for a File When we open Point, we now have the ability to search by Loan Status or Status Date. This tool alone allows us to review files that were recently opened or closed. This capability also allows us to police our loan officers and processors by ensuring that our staff is routinely entering tracking information.

Searching by Loan Status Note the traditional search by name, loan officer, etc. We can also search by loan status and most recent status date, among other variables.

Loan Status Everything begins with correctly entering the loan status by inserting the appropriate dates in the Loan Status tracking section of General Tracking. General Tracking is the topmost of the tracking screens, available in both Borrower and Prospect in Point.

Loan Status Defined The date opened is entered by the program when the file is created. Each time we go down the column, we add the date of the current status. Our most current status thus appears further down the list. Our final status is “Closed,” which will be the final item in the top group of entries. (Estimated close date may also be input here or transferred from the Good Faith Estimate.) The second group is for loans that are “in trouble,” be they “Suspended, Denied, or Cancelled.” The third, lower group enables us to add custom status fields. The most recent status appears on the top left of the Borrower/Prospect information screen.

What Constitutes an “Active” File Many Point users are not using the tracking screen. Now that we can search by “Loan Status” when bringing up a file, we will be much more inclined to use tracking. We will then avoid the “everything is an open file” syndrome. We avoid this by (as a minimum) “closing” the file before we archive it. Ideally, we will enter other status dates as well. Note that once we enter the date under the “Closed” status field, this status will now override every other status, regardless of the date we may put in other status fields. (For example, if you Fund a loan after you Close a loan, the loan will still show its most recent status as “Closed.”) In the Point world, a file that is not “Closed, Denied, or Cancelled,” is an Active Loan. A loan that is “Suspended” is still considered an Active loan. This distinction of Active or Not Active is pivotal to running our first pipeline report.

Shown is a suggested data folder structure for a larger office. For a smaller office, you would not have a “Loans In Origination” folder. When you first install Point, you will normally see a single “Primary Data Folder.” Use the Point Administrator to develop more data folders. How Do I Organize My Data Folders?

Reporting On Your Pipeline Point comes with 30 canned reports. You can run a simple pipeline report by clicking on the Reports tab and selecting the Pipeline or Loan Summary Report. Select your active data folder, select Borrower files, and click on the box for “Active files only.” Ignore the date range fields as they will not apply if we leave the Loan Status field blank.

Running a Pipeline Report Click the Reports tab. Select your active data folder on the left. Select Borrower or Prospect files. Click on “Active Files Only”. Select the “Loan Summary Report” on the right hand side. Click on the “Open” button on the upper right.

Sorting By Loan Officer From the Report template (after clicking Open), you may sort your report up to three levels. At the top level, click on the dropdown list and select “Loan Rep,” and be sure to select “Group By”. On the second level, select “Borrower” and ascending level. On the third level, select “Filename” and descending level. When done, click “Generate” on the lower left of the screen.

Reviewing the Output Report

Printing or Exporting to Excel The report may be printed from the File menu on the report menu. You may also select “Export to Excel.” This will automatically create an Excel file for you on your desktop. If you click on “Save,” it will then bring up this file for you in Excel, ready to manipulate.

Archiving Files from the Status Screen Once you have closed a loan or loans, you may archive by selecting “Loan Status… Closed” from the Navigation Panel. Simply select the files you want to archive, and move them to the appropriate archive folder, preserving the old file name.

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