Fee Collection Module
This module provides for the entry of indexing information and calculation of the required fees for recording the document. With the Fee Collection module, each station includes a combined slip and receipt printer for printing the recording validation stamp on the document, printing endorsements on checks, and printing a receipt for the fees collected.
Instrument information entered is immediately available for search and retrieval upon completion of the recording process. Fee and payment information is then carried forward to drawer closings, deposits and reports.
A cash drawer is convenient when handling a large amount of cash and/or checks. A laser printer is needed if printing cover/ending pages and full-page receipts.
The Fee Collection process consists of:
1. Entry of document presenter information.
2. Entry of charge (instrument) information and calculation of fees.
3. Validation (stamping) of the instrument or printing a cover/ending page.
4. Entry of payment information.
5. Saving the transaction and printing a receipt.
Additional Features of Fee Collection include:
• Full accounts receivable functionality including debit and credit accounts
• Instruments may be rejected while recording
• Copying of names and other information
• Municipality split percentages can be calculated based on the tax basis amount
• Ability to edit and delete recorded data
• Lists for all redundant entry items
• Calculate and print book and page
• Entry of parcel numbers
• Assignment of instrument numbers is to the second
• Cover or ending pages can be printed
• Bar codes can be used for easy access to a document
• File number field for linking estates and other cases
• Transactions can be temporarily placed on hold
• Document how, when and to whom an instrument is to be returned
This module provides advanced search and retrieval capabilities that are comprehensive, fast, and easy to use. The Retrieval module offers flexible search criteria definition and the ability to combine various field search criteria for executing more restrictive searches. The search results can be viewed and printed. If the document images are stored on the system, they can also be viewed and/or printed.
The primary steps involved in performing an instrument search and retrieval are:
1. Defining the search criteria
2. Executing the search
3. Selecting instruments from the search results
4. Viewing index data only or index data and scanned image together.
Additional features of Retrieval include:
• Image zooming and printing
• Wildcard search
• Table driven lists
• Export capabilities
• Image manipulation
Print job payment is fully integrated by debit accounts, vend units, buttons and cash payment.
The Accounting module of the LANDEX software allows the counties to perform multiple tasks including: drawer reconciliations, bank deposits and invoice adjustments. The module also provides the ability to print various reports ranging from daily transactions to monthly tax accounting transactions. Data can also be exported to financial software.
Features of the Accounting module include:
• Drawer reconciliations
• Bank deposits
• Invoice adjustments (modifying fees and voiding charges)
• Ability to print various reports ranging from daily transactions to monthly tax accounting transactions
• Distribute funds to municipality, County and state governments
• Configure customers for debit and credit accounts
• Export data to financial software for bank reconciliations
The Administration function allows the County to customize and maintain various aspects of the LANDEX software. The Administration module has sections available to maintain accounts receivable customers, parcel numbers and grantor/grantee agencies. The module enables generating multiple reports ranging from recorded data to system configuration and more. Employees may be added, passwords changed and employees deleted.
System administrators can maintain various settings defined at the time the system was installed. Some of these include adding new fees, instruments, and charge types. Employees may be added, passwords changed and employees deleted if they are no longer employed b the County.
With the Administration module, multiple reports are available ranging from reports relating to recorded data to information regarding the system configuration of the County. A Return Instrument utility is available to document how, when and where a document is being returned.
Dockets Management Module
The Dockets Management/Form Generation module provides County offices with an integrated method to handle a variety of case/docket-type files. This module is designed to use a file number to link all the instruments recorded into one estate or case.
From the Docket Management screen, the following functions can be performed:
• Existing instruments/dockets can be viewed
• New instruments/dockets can be created or recorded
• Instruments can be scanned, indexed and verified
• Information regarding the file can be entered and printed
• Printed documents can be produced by merging the file information into a word processing program
Additional features include:
• Automatic file number assignment
• Tickler system
• Secure images
• Sealed files
• Docket reports
This function provides capabilities to capture and store the document images. Scanning can be performed via bar code, instrument workflow queue or back-file conversion.
All typical scanner features are available such as paper size, brightness, rotating, deleting, etc. Images can be viewed as either full page or thumbnails. Cropping, crop regions, redaction, and annotations are just a few of the features available.
The index / verification function provides the ability to review, verify and correct any information captured at the time the document was recorded. During this process additional indexing information not entered when the document was processed initially can be added. This includes all remaining party names, reference instrument (marginal notation) information, book and page numbers, parcel numbers, and any comments necessary to qualify the instrument.
Other Indexing Function features include copying names and supplementary information from previous instruments and the ability to edit the scanned image.
The verify process marks the instrument as completed and moves the information and image to permanent storage. Once verified, the instrument is no longer accessible for any changes through normal indexing procedures.
Public Retrieval Function
The Remote Client software provides search and retrieval capabilities from a remote location such as a home, office or a laptop computer. This application has the same search criteria, features, and keystrokes identical to the Retrieval module found in the County courthouse. The search results can be viewed on the screen and/or printed to a local printer. If the document contains an image on the system, it can be viewed, printed to a local printer, or sent to a fax machine.
The primary steps involved in using the Remote Client search and retrieval are:
• Connecting to the internet through a local internet service provider.
• Creating an account and starting the LANDEX Remote Client Software.
• Logging on and choosing a County.
• Defining the search criteria.
• Executing the search.
• Selecting instruments from the search results.
• Viewing and/or printing the information.
• Disconnecting from the county.