Tracking Your Legal Services Order and Confirming Processing Fees and Commissions

Tracking your Legal Services Order and Confirming Processing Fees and Commissions.

Once the accounts department has received your payment and we have received your software file, you will receive an automated email from Tracker stating that, payment has been received for that client and an additional email saying that your online order summary is ready to check.

You will have 6 working days to confirm both your processing fees / commissions, and your order summary.

You will then need to log into the Extranet at www.countrywise.org.uk and click on the Track your Legal Services Orders’ button, and log in with the same details.

Next, go to the top left box “Order Summaries to Confirm”.

Firstly, you will need to check that the products you have ordered are correct.

Next go to ‘1Check Products Ordered’. When you open this you will see the below screen….

Here you can add and delete products if you realise that you have ordered the wrong products.The red crosses will delete the product that is displayed next to it, should you wish to delete a product. To add a product there is a drop down box at the bottom of the order (see arrow), just click the product you wish to add to the order.

Once you are happy with your products please click the submit button at the
bottom of the screen. If no changes are required, simply click on the cross to exit and move onto the next step.

Please note that products ordered and confirmed will be charged for.

2. Your next step is to check your commissions .

Please note – if you are part of a group / network and your commissions are paid to you from this group / network this part of the process will not apply.

‘2 check mirror commissions’ is for joint clients and when you enter this section you will see a breakdown of both Mr documents and Mrs documents.

‘2 check commissions due’ is for a single client and will show a breakdown of what you have ordered for that client.

Once you have entered client commissions you will be able to see all the products that you have ordered for the client – THIS INFORMATION WILL BE TAKEN FROM THE PRODUCTS THAT YOU HAVE ORDERED FOR THE CLIENT THROUGH THE COUNTRYWIDE SOFTWARE. IT IS VITAL THEREFORE THAT WHEN YOU INPUT YOUR CLIENT FILE YOU MAKE SURE THAT ALL PRODUCTS ARE ORDERED CORRECTLY.

Here is the FULL amount that your client/yourself has paid to Countrywide

This is the De Minimus and the system will automatically populate this from how many Trusts have been ordered, through the software.

This is the OPG Registration fee and is calculated without VAT which is why it is shown separately.

This is the VAT that has been automatically populated by the system.

Processing fees, this is deducted to cover the cost of the products..

PA service is if you have selected a PA service on your order which will add onto our processing costs when selected.

This is the commission due back to you after all other costs above have been covered.

If this is a minus then you have not paid Countrywide enough money to cover our charges.

All the above information will be automatically populated by our accounts department and our new systems. Once you have checked that the processing fees and any commission owed to you is correct, then click save and this will confirm to our accounts department that your commissions are ready to pay.

IF YOU DO NOT CONFIRM YOUR COMMISSIONS THEN YOU WILL NOT GET PAID.

You will firstly have to confirm commission before you can go through to check the order summary as once the order summary has been confirmed, it will disappear from your screen and the documents will proceed to be generated.

If you use our PA service you will still need to confirm your commissions on our online Tracker systems.

Once you have confirmed the products ordered and payments / commissions, you will then need to check your order summary, click on ‘3. Confirm instructions & spellings’ and this will bring you to the below page.

At the top of the page you will see ‘Other notes’ in here, you can type in freehand notes of any information you may have missed off the file – i.e. you may have missed off an Executor or Trustee on the file.

Underneath this, you are confirming the products you have ordered again.

When you scroll further down the page you will see the following –

Here you will see that everything on the left is what you have input into the software file and then on the right hand side you have blank boxes were you can amend spellings/relationships, if needed.

IMPORTANT NOTE

If you make any amendments this will transfer straight into the original software file you sent through to us, so please make sure what you amend is correct, as this will be populated onto the client’s documents.

IF NO AMENDMENTS HAVE BEEN MADE - One you have been through everything and you are happy that everything is correct, then you just need to press the button at the bottom of the page called “No corrections – everything is OK”

IF YOU HAVE MADE AMENDMENTS – If you have made amendments to the order summary then once you are happy this is all completed then you will need to press ‘send corrections’ and then the corrections will be sent through to the processing team.

PLEASE NOTE: as soon as you confirm these amendments then the order summary will disappear off your page and you will NOT be allowed to make any further amendments.

What else is on your ‘Online Tracker’?

Documents on Hold

If Countrywide put anything on hold for payment or generating reasons, then this will show in the below box on the home page. You will automatically be alerted with an email when anything is placed on hold so you will know to have a look on your online Tracker.

When you go into this box you will see the below, it will tell you which client is on hold. The red circle will tell you which document is on hold, the green circle tells you why the document is on hold and the blue circle is where you can email straight into Countrywide to answer our query and take off hold.

Documents Awaiting Return to Countrywide

From the home page you can also see a list of documents that Countrywide are waiting to be returned to the office, either for Countrywide to sign as Trustee, storage and document checking.

My Price List

This is where you can access the processing prices that Countrywide charge for each product, this will replace the enclosure sheet.

Commissions processing & Commissions

This box will have a sum on it which will tell you how much commission is owed to you, once it has been paid then it will disappear from this box.

Status of orders being processed

This box lists all orders that are going through our systems and at what point in the process they are at.

View client List and map

This is a list of all clients that have gone through your online Tracker and you also have a Google map in this box which shows you where all of your clients reside.

Contact details

This box shows all of your contact details and your bank accounts details we have on our systems. If you ever need to change your contact details you will need to change them in here and this will automatically update our database.