User Manual

RepoLion
User Manual
January 30, 2006
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INTRODUCTION .......................................................................................................................................................5
INSTALLATION.........................................................................................................................................................5
DOWNLOAD INSTALLATION FILES..............................................................................................................................5
EXTRACTING THE INSTALLATION FILES .....................................................................................................................7
INSTALLING REPOLION. .............................................................................................................................................7
GETTING STARTED...............................................................................................................................................12
FIRST TIME ...............................................................................................................................................................12
TERMINOLOGY .........................................................................................................................................................14
SYSTEM SETUP.......................................................................................................................................................15
GENERAL INFORMATION TAB ...................................................................................................................................15
SYSTEM CODE TAB ..................................................................................................................................................16
TRACKING TEMPLATES TAB .....................................................................................................................................18
ACCOUNTING TAB ....................................................................................................................................................18
HOLD HARMLESS TAB ..............................................................................................................................................20
APPLICATION WINDOWS....................................................................................................................................21
PHONE LIST ..............................................................................................................................................................21
STATUS LIST.............................................................................................................................................................22
SEARCH WINDOW.....................................................................................................................................................23
CLIENT FOLDER........................................................................................................................................................23
General Information Tab ...................................................................................................................................25
Client Collector Tab............................................................................................................................................26
Client Case Tab...................................................................................................................................................27
Client Rates Tab..................................................................................................................................................28
Client Invoice Tab...............................................................................................................................................29
Client Amt Due Tab ............................................................................................................................................30
Client Tracking Tab............................................................................................................................................31
Client Document Tab..........................................................................................................................................32
COLLECTOR FOLDER ................................................................................................................................................33
Collector General Tab ........................................................................................................................................33
Collector Case Tab..............................................................................................................................................34
CASE FOLDER...........................................................................................................................................................35
Case General Tab ...............................................................................................................................................35
Case Debtor Tab .................................................................................................................................................37
Case Co-Maker Tab ............................................................................................................................................38
Case Address Tab................................................................................................................................................39
Case Vehicle Tab ................................................................................................................................................40
Case Loan Tab ....................................................................................................................................................41
Case Tracking Tab..............................................................................................................................................42
Case Document Tab............................................................................................................................................43
AGENT FOLDER ........................................................................................................................................................44
Agent General Tab..............................................................................................................................................44
Agent/Employee Rate Tab ..................................................................................................................................45
Agent/Employee Pay Tab....................................................................................................................................46
Agent/Employee Document Tab.........................................................................................................................47
GROUP FOLDER ........................................................................................................................................................48
Group General Tab.............................................................................................................................................48
Group Clients Tab...............................................................................................................................................49
Group Invoice Tab ..............................................................................................................................................50
Group AmtDue Tab ............................................................................................................................................51
Group Document Tab .........................................................................................................................................52
INDEXING WIZARD ...................................................................................................................................................53
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Step 1 ...................................................................................................................................................................54
Step 2 ...................................................................................................................................................................55
Step 3 ...................................................................................................................................................................56
Step 4 ...................................................................................................................................................................56
CONDITION REPORT WINDOW ..................................................................................................................................57
General Info Tab .................................................................................................................................................57
Front, Rear Tab ..................................................................................................................................................58
Fenders, Doors Tab ............................................................................................................................................59
Interior, Mech. Tab.............................................................................................................................................60
Tires, Windows Tab ............................................................................................................................................61
Equipment Tab....................................................................................................................................................62
VIEW CHARGES WINDOW ........................................................................................................................................63
COMMISSION WINDOW .............................................................................................................................................65
PAYMENT WINDOW ..................................................................................................................................................66
REPORTS ..................................................................................................................................................................68
REPORT PREVIEW WINDOW .....................................................................................................................................68
OPEN CASES BY AGENT............................................................................................................................................72
ACTIVE CASES BY AGENT ........................................................................................................................................73
CASE STATUS REPORT..............................................................................................................................................74
CASE LIST ................................................................................................................................................................75
NEW CASE REPORT ..................................................................................................................................................76
COMPLETED CASE REPORT ......................................................................................................................................77
CLOSED CASE BY AGENT/EMPLOYEE REPORT .........................................................................................................78
UNBILLED CHARGES REPORT ...................................................................................................................................79
UNPAID COMMISSION REPORT .................................................................................................................................80
CLIENT ACTIVITY REPORT .......................................................................................................................................81
CLIENT RATE REPORT ..............................................................................................................................................82
COLLECTOR CONTACT REPORT ................................................................................................................................83
INVOICE HISTORY REPORT .......................................................................................................................................84
COLLECTOR UPDATE REPORT ..................................................................................................................................85
CASE TRACKING REPORT .........................................................................................................................................86
VEHICLE CONDITION REPORT ..................................................................................................................................87
REPOSSESSION ORDER..............................................................................................................................................88
CLOSED CASE SUMMARY REPORT............................................................................................................................89
STATEMENT OF ACCOUNT ........................................................................................................................................90
INVOICE ....................................................................................................................................................................91
Client Invoice.......................................................................................................................................................92
Group Invoice ......................................................................................................................................................93
PAYROLL DETAIL REPORT........................................................................................................................................94
TRACKING TEMPLATE REPORT .................................................................................................................................95
FORMS.......................................................................................................................................................................96
COMPANY FORMS.....................................................................................................................................................96
REPOLION TEMPLATE ..............................................................................................................................................97
GetCase ...............................................................................................................................................................97
SaveCase .............................................................................................................................................................97
CUSTOM FORMS .......................................................................................................................................................98
STANDARD FORMS .................................................................................................................................................100
Release Authorization.......................................................................................................................................100
Release to Transport .........................................................................................................................................101
Release to Debtor ..............................................................................................................................................102
Personal Property Notice..................................................................................................................................103
Personal Property List ......................................................................................................................................104
Client Update Sheet ..........................................................................................................................................105
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SKIP TRACE MACROS ........................................................................................................................................106
RECORDING AND SAVING SKIP TRACE WEB MACROS...............................................................................................106
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Introduction
RepoLion is a Recovery software program that can be simplistic, yet as detailed as you wish it to
be. We have several Levels, based on YOUR needs. If you simply want an alphabetical listing to
which you can file and retrieve documents, we have that for you. If you wish to have every detail
of every case available to you, RepoLion can provide that as well.
It is up to you, our client, to determine how much information you wish to have available on
your computer. You may wish to have the ability to track information, e-mail clients and/or
collectors with updates, bill clients as a case closes and even link your invoicing to your Quick
Books program. We have developed our program with all of this in mind. RepoLion is one
flexible program. The different levels available will depend on how you wish to use it.
Installation
First time RepoLion Installation instructions:
Download Installation Files.

1. On the RepoLion web site (www.RepoLion.com) go to Download, then Install.
2. Read the licensing agreement and click on “Agree”
3. Click the “Download 5.3 Mb” in step 1.
4. A window similar to this one from Windows XP will appear. Select “Save” (and click the
“OK” button on other versions of Windows)
5. Select the destination for the downloaded file. In this example, I selected the ‘My
Documents’ directory. Click “Save” to Continue. Make note of WHERE on your computer
you are storing this file because you must locate it later in the process.
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5. The file will begin downloading from the web site onto your computer. The actual time
required to complete the file transfer will depend upon several factors including your internet
connection and modem speed.
6. After the download has completed, open the folder in which the file was saved. It should look
something like the following window. Double click on the file RepoLion.exe to extract the
installation files.
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Extracting the Installation Files
7. Click the “Setup” button to extract the compressed program files.
Installing RepoLion.
8. The installation will begin by loading the installation programs.
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8. The program will remind you that all other windows should be closed to continue the
installation. You may toggle to your other open windows by pressing the ALT and TAB keys at
the same time. When all windows have been closed, continue the installation by pressing “OK”.
9. The next window will prompt you for the location of the directory in which to install the
program. The default directory (C:/PROGRAM FILES/REPOLION) is recommended. Click the
obscure computer icon to continue the installation.
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10. Select the startup group for the application. The default “RepoLion” is recommended.
Click the “Continue” button.
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11. Many system files are required to run RepoLion. If your computer already has a version of a
program, either older or newer than the version in the setup files, the Version Conflict window
will appear. The window will appear once for each file in conflict. If you receive this window, it
is STRONGLY recommended that you take the default option “YES” by PRESSING the
ENTER key.
12. The installation will continue displaying the progress bar.
13. In Windows XP only, the following message will appear, indicating that OIADM400.dll
was not found. This component is required only on older versions of Windows. Click
“OK” to continue.
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14. In Windows XP only, the following message will appear, indicating a failure to register the
module “ImgEdit.ocx. Again, this component is required only on older versions of
Windows. Click “Ignore” to continue.
15. The following message indicates the completion of a successful installation. Click “OK” to
finish the installation and start the application under ProgramsÆ RepoLion Æ RepoLion.exe in
the windows start menu. You may go back to the temporary folder (C:/WINDOWS/TEMP) and
delete the installation and zip files.
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Getting Started
First Time
After you have successfully downloaded your RepoLion Software:
1. Click on the start button, then program, then RepoLion.
2. Login Window. The first time you will be required to enter the User Name sysadmin and
the password sysadmin. Then click on OK. This will bring the Phone List to your screen.
3. Click on File, New then Agent. You will then enter yourself as the first agent with a login
name and password. At the status drop-down, we recommend that you choose “Manager”
from the list of the following Security Levels:
A. Sysadmin – allows user to perform any action within program;
B. Manager – allows user to perform all actions except to delete any data;
C. Super User – allows user all manager access except to employee files;
D. User – allows user all Super User access except billing;
E. Inquiry Only – allows user to view data pertaining to recovery files only;
F. No Access – no access will be permitted to program by this employee.
It is important that a login and password remain confidential to avoid any

unwanted information from being accessed by others. We at RepoLion
recommend you limit the use of sysadmin status to avoid any accidental
deleting of data. This should be a reserved status, which you would
deliberately enter only to delete any incorrect data.
4. Click on File and System Setup to input the General information about your company.
At this time, you can also determine which invoice number you wish to begin with. It is
necessary that you click on update for each tab that you enter data. Click on the Codes
tab at the top of this window to review codes that have already been entered into this
program. Next to Category, click on the ↓ button to view the list of categories that we
have included. For billing purposes, you will want to review the options. Should you
wish to add any additional status, action, closing action or assignment types, click on the
Desc. field, enter the description and click on the add button. Tracking Templates refer
to the actions that you will want to document and possibly forward to the collector.
Should you wish to add any further actions to the tracking template, you must first add it
within the code tab under the action category. The Tracking Templates will be used for
documenting work done in an attempt to recover the property to which the case is
assigned.
5. You should now be ready to enter your currently active cases. Depending on which level
of RepoLion you wish to use, you will want to enter information accordingly. Please note
the following levels available:
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LEVEL A File and retrieve documents alphabetically:
Save or file electronically received or scanned documents. When you are prepared to save
the document alphabetically, you will click on the lightening bolt icon at the top of your
RepoLion screen. This will bring you to the Wizard Index window. Click on the button
next to File, which will show you all available files. Double click on the file you would
like to open and it will appear on the right hand side of your screen. To open a new case
and assign this document, click on the next button at the bottom of your screen. This will
allow you to enter the case name (Debtor). Click next, then the Finish button to save the
file to your phone list, which is beginning to alphabetize your cases.
LEVEL B File documents as cases linked to clients and produce invoices:

To link your cases to clients, you will first, from your phone list screen, click on the New
Client (orange) button. This will bring you to the Client window, allowing you to enter
all of the General information for billing. You will find at the top of this window “file
folder tabs”. These tabs will allow you to enter Collectors associated with this client;
Cases associated with this client; Rates charged for services provided this client; Invoice
for billing purposes after charges have been generated; and Document for various forms
that can be used in your recovery work.
Please note that we may not have included some of the actions for which you wish to bill
the client. To add any actions you will be required to click on the File button and go to
System Setup.
Refer back to Level A instructions. After you bring up the file you want to save as a
document and enter the case name, you will have the opportunity to enter the client, the
case account number and the VIN # associated with the property in question. Click next
and choose to copy or move document to the case. We suggest you Move the document
rather than have it in your system duplicate times.
Click on Finish to get to the case window. This is where you can complete the entry for
this case.
LEVEL C Link to collectors and file e-mail updates:
In addition to the information that you input in Level B, you want to include the collector
names, phone numbers and e-mail addresses, as well as the debtors account number. To
e-mail any updates to the collector, you will click on the Tracking tab at the top of the
Case screen. Click on the new button to choose the date of action (today’s date will
automatically appear, choose ↓ or type in date of service), employee that performed the
action and then the ↓ button for drop-down of the available actions you have determined
for your company. Choose the action and input any notes you will want to send to the
collector. Click on box next to e-mail collector and then the add button. This is a great
way to keep your collectors happy and up-to-date on all action taken on their cases.
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LEVEL D Type in all case information into fields provided:
If you would like to document every detail to each case you handle, the fields are there
for your use. After many months of trial with our program, we have not found a true need
for this information, but some will no doubt prefer to have every detail available.
The staff of RepoLion is dedicated to your needs. We have developed this easy to use software
program so that your main focus can be your recovery business. A dedicated recovery agent can
not afford to be a slave to his/her computer.
Terminology
Case Status
Case Status is a user defined data field available in each case folder. Status codes should be setup
such that they represent each discrete step of the recovery process. This allows cases in the same
status to be grouped for reporting, such as "Hot Cases" or "Storage".
Open or Closed
The system defines a case as closed if a closing activity has been assigned. A case is usually
considered open until it is recovered or the assignment is cancelled. Cases in a pre-recovery
status are Open and Active, Cases in a post-recovery status are Closed and Active.
Active or Inactive
The active indicator is used by the system to determine if the case (client, collector, etc.) will
appear in the Phone list. A case is normally changed to Inactive either after the collateral is
transported or payment is received, depending upon your company standards.
Agent
The agent is the individual, either an employee or a third party, to whom the case has been
assigned. The agent folder is also used by the system to control system access by defining user-
id, password and access levels.
Client
The Client is generally the collateral lien-holder.
Collector
The Collector is the contact person for the client responsible for this case. The collector is
normally an employee of the lien-holder in the collections or loss recovery department. The
collector is the individual to whom case updates are sent.
Group
A Group is a company that has referred cases from multiple clients for repossession. The group
is used primarily for invoicing. If a client belongs to a group, all charges for the client are
invoiced to the group for payment.
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System Setup
How to Open the System Setup Window
Select File -> System Setup from the application menu.
General Information Tab

The General Tab of the System Setup window contains basic name and address information
about your company. It is necessary to click the Update button on this tab to save any changes to
this information.
The following information is available on this tab folder:

Company Name: Enter the name as you wish it to appear on report headings and on invoices.
Address: Enter the address, city, state and zip code as it should appear in the invoice.
Tax Rate: Enter the sales tax rate as a percentage. For example a five percent tax rate should be
entered as "5.0"
Input Path: This is the file directory that is used to temporarily hold new document images. This
is only used as the default directory to open when the browse button is clicked in the Indexing
Wizard window.
Document Path: This is the directory in which all document images are stored.
Starting Invoice: This is the invoice number that will be used on the next invoice produced by
the system. This is automatically incremented by one when a new invoice is generated.
Web Macro Delay: This option is used to adjust the delay between the beginning of a page
download and the system generated reply. Reducing this number causes the Skip macros to
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execute more quickly. You may need to increase this parameter to allow some complex paged to
fully download before sending the recorded reply.
Document Viewer: This option determines which software is used to display document images.
NOTE: WinXP users must select "browser".
System Code Tab

Charge Codes
Charge Codes are used by the system to identify specific actions associated with each case.
Charge codes are used for setting client rates and invoicing each case. You should include action
codes for each category commonly billed to your clients.
NOTE: It is a good idea to start with a relatively small number of tracking codes and add codes
as there is a need. If a code is used on one or more cases, it cannot be deleted from the system.
Per Unit
For charges which depend upon a quantity, such as storage cost per day or a mileage charge per
mile, enter the unit such as "days" or "miles".
Account Name Override (QuickBooks Interface)
If a separate income account is to be posted for these charges, enter the account name or account
number. If no name is entered, the amount will be posted to the default income account (see
Accounting Tab).
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Status Codes
Status codes should indicate the normal progression of steps for your business. Status codes are
for information only with the following exceptions:
"Hold" and "Cancel" show boldly in the case heading.
"Cancel", "Close" or "Complete" cause today's date to be entered into the closing date field. If
you need to change the date, that can be done by clicking on the field and re-entering the date.
Closing Action Code

The reason that a case is closed. A case is determined to be closed if a closing action has been
assigned, regardless of the "Status Code".
Commission Codes
Commission Codes are used by the system to assign commission rates to employees and to
quickly assign a commission to individual cases.
NOTE: If a code is used on one or more cases, it cannot be deleted from the system.
Tracking Codes
Charge Codes are used by the system to identify specific actions associated with each case.
Action codes are used for case tracking and automatically formatting e-mail updates to your
client.
NOTE: It is a good idea to start with a relatively small number of tracking codes and add codes
as needed. If a code is used on one or more cases, it cannot be deleted from the system.
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Tracking Templates Tab
If you use Case Tracking to compose an e-mail update to your client/collector, the template is
used to pre-format the content of your e-mail. Tracking Templates refer to the actions that you
will want to document and possibly forward to the collector. Should you wish to add any further
actions to the tracking template, you must first add it within the code tab under the action
category. The Tracking Templates will be used for documenting work done in an attempt to
recover the property to which the case is assigned.
Accounting Tab
The Accounting tab contains information that is required to produce a QuickBooks interface file.
If you are not using the QuickBooks export feature you do not need to complete these items.
Company Setup: When the company is initially setup in QuickBooks, you must specify if the
company is setup as a taxable or a non-taxable company. This setting allows RepoLion to select
the file formats that will be compatible with QuickBooks.
Export New Invoices: When checked, RepoLion will prepare new invoices for export into
QuickBooks. After your invoices are prepared, you will use the “QuickBooks Export” from the
“Tools” menu to produce the export file.
Export New Payments: When checked, RepoLion will prepare new payments for export into
QuickBooks. After your payments are applied, you will use the “QuickBooks Export” from the
“Tools” menu to produce the export file.
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The following Account Names must be specified exactly as they appear in your QuickBooks
company:
Undeposited Funds: This item is not used at this time.
Accounts Receivable: This is the name of the receivable account in QuickBooks. When an
invoice is processed this account will be debited for the total amount due.
Sales Tax Payable: This account, normally a liability account, will be credited for any tax
amount appearing on the invoice.
Default Income: This account will receive the credit for the total invoice amount (less sales tax)
for any charge code which does not contain an override. If you wish to break out the income
produced by separate services on your P&L report, you may specify separate (override) income
accounts for each charge code in the charge code setup.
Sales Tax Vendor Name: If your QuickBooks company is setup as a taxable entity, you must
specify the sales tax vendor name.
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Hold Harmless Tab
The Hold Harmless tab allows you to override the default wording of the hold harmless clause
with your own wording.
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Application Windows
Phone List
General.
The phone list window is the primary tool used to navigate through the RepoLion Application.
The phone list contains a list of every client, collector, case and employee contained within the
system.
How to Open.
The phone list window is automatically opened when the application opens.
How to locate names.
The radio buttons at the top of the phone list can be used to narrow the selected names to clients,
collectors, cases or employees. Additionally, clicking on the alphabetic list on the right side of
the window will limit those names selected to names beginning with the selected letter.
Double click on any name in the list to open the window associated with that name.
When the application first opens, the phone list defaults to displaying only the active names. The
"active only" check box can be unchecked by clicking on it, to display both active and inactive
names. This will allow you to locate and re-activate a case if needed.
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Status List
Then status list enables you to get a quick overview of the status of cases assigned to all of your
agents.
The Status list is in many ways similar to the phone list. The status list shows all active cases in
the system. Double clicking on the name in the status list will open any case folder. The status
list shows only cases. Clients, collectors and agents are not displayed. The cases are displayed
in shades of blue to indicate the length of time since the case was assigned. Darker shades of
blue indicate older cases.
Tabs along the left border allow you to select the cases displayed by case status. A tab is shown
for each available status than you have set up in your system status codes.
The agent drop down box in the top portion of the window allows the display to be limited to
cases assigned to an individual agent.
How to Open.
Clicking the “Status” button in the bottom of the Phone List opens the Status list.
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Search Window
The Search Window can be used to locate specific cases using partial or incomplete information.
How to Open
The Search window can be opened from the menu by selecting "TOOLS" and "SEARCH", or on
the application toolbar, click on the binocular icon.
How to Search
Use the "Active Only" checkbox to restrict the search to active cases.
Enter either a full or partial name to search for matching names beginning with the characters
entered.
Enter the last four digits of the VIN number to find matching accounts.
Click on the search button to execute the search. A list of all matching cases will be displayed.
Double-click on any case to open the Case window.
Client Folder
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The Client window contains information relating to each client or company with whom you do
business. To input a new client, click on the orange page icon at the top of your screen. After
entering the client name, click the “Update” button. A client number will be automatically
assigned and the client will be added to the phone list. After completing the remaining tabs,
remember to use the Update button to save your information.
The window is organized into the following tab folders:
The General Tab contains basic client information.
The Collector Tab contains contact information for collectors associated with this client.
The Case Tab lists all cases associated with this client.
The Rates Tab contains the rates to be charged to this client for services performed.
The Invoice Tab contains information on billed and unbilled charges for this client. This tab is
used to invoice the client.
The Amt Due Tab list all receivable transactions for this client including invoices and payments.
This tab is used to post payments received from this client.
The Document Tab has the ability to save new documents, view existing documents or delete
documents no longer needed.
For billing purposes you will need the complete mailing address and phone numbers. Click on
the Update button at the bottom of your screen before proceeding. Note the tabs at the top of the
Client screen.
To input a new client, click on the orange page icon at the top of your screen. For billing
purposes, you will need the complete mailing address and phone numbers. Click on the Update
button at the bottom of your screen before proceeding. Note the tabs at the top of the Client
screen.
Collectors. Should you know the names of collectors you will be dealing with through this
client, now would be a good time to enter that information. You will be able to add them as you
go along, as well. When entering a new collector, you can click on the yellow page icon at the
top of your screen. You do not have to go into a client screen first.
Rates. Click on the Add button. Click on the ↓ button to choose from your options, enter the
amount you will charge this client for the service selected and click ok. Should the service be for
mileage, storage, or any other service that will change depending on the number you are
charging, the fee will be entered differently. After choosing the service, i.e. mileage, enter the
per unit charge. When you bill for mileage at a later date you will put in the number of miles
you will be charging for and RepoLion will compute the correct amount for you. Please note
that if you input all fees that you would be inclined to charge this client, and make changes as
they occur, you will always be prepared for invoicing your client as the work is completed.
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General Information Tab
The General Tab of the Client window contains name, address and telephone numbers for this
client. The following information is available on this tab folder:
Client Name: Enter the client name as it is to appear in the phone list and on invoices.
Bill To Address: Enter the address, city, state and zip code to which the invoice will be sent.
Phones: Enter the primary and alternate phone numbers for the client.
Group: The drop down list is used to assign the client to a group from which the client was
referred and through which the client will be billed. If this does not apply to this client, simply
leave this field blank.
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Client Collector Tab
The Client Collector tab will give you a list of all collectors associated with this client. At this
screen, you will be able to add new or edit any existing collector information. Clicking on the
refresh button will save any changes made.
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Client Case Tab
The Case tab contains a listing of the Cases active for this client. Uncheck the “Active Only”
box to show all cases on file from this client. To open a case folder, simply double click on the
selected case.
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Client Rates Tab
The Rates tab contains a listing of the standard rates charged to this client. Each individual
category is listed in the window and its corresponding fixed or per unit charge.
Rates are used to create billing line items for the client invoice. At the rate tab screen, you will
be able to ADD new or EDIT current rates for this client.
To add a new rate category for a client, click on the ADD button. This will give you a drop down
list of any codes entered in the Charge Codes of your System Set-up.
To change an existing rate, click on the line to be changed and then click on the EDIT button.
The Rate maintenance window will appear to accept changes or allow the rate to be deleted.
To add additional "Charge Codes", use the system setup window accessible through the file
menu, which is in the upper left of your screen.
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Client Invoice Tab
The Client Invoice tab contains billing information for this client. The Invoice tab folder lists all
previous invoices for the client. To reprint any prior invoice, click on the correct line and then
click on view, or double click on the invoice to be printed.
The "New" button will create a new invoice for this client, containing all currently approved
charges for any case for this client.
If you wish to remove an invoice that will re-instate those charges, you must have system
administrator status. You will click on tools at the top of your screen and click on remove
invoice. Simply enter the invoice number and click on OK at the bottom of the screen. This will
bring you back to the invoice screen. Click on update and you will be brought back to the
General Tab. If you go to the Invoice tab again, you will find the invoice has been removed.
Charges from that invoice now await invoicing or editing. They will appear on your next invoice
for this client.
The Adjustment button allows you to post an additional item to an existing invoice changing the
invoice amount. This is most commonly used to post a credit adjustment to the invoice to
subtract out charges unauthorized by the client.
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The “Charges” button on the client invoice tab allows you to add charges to a client invoice
which are not directly related to a single case. Most changes are related to an individual case
and should be entered from the case folder to adequately document the invoice.
Client Amt Due Tab
The Client Amt Due tab contains the accounts receivable transaction history for this client. All
invoices are listed as a debit amount and all payments are shown with a credit amount. A
running balance is maintained in the right column showing the amount due after that transaction
was posted.
The Invoice button prepares a new invoice in exactly the same manor as the “new” button on the
invoice tab.
The Payment button allows payments (and payment reversals) to be posted by poening the
payment window.
The Statement button prepares and prints a statement of account for this client.
The “Reset” button is available to the system administrator only. The reset button will clear the
receivable history. This function is used at time of initial installation to synchronize RepoLion
with any currently outstanding balance and to directly edit the amount due on each invoice.
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Client Tracking Tab
The tracking tab allows you to view and add miscellaneous notes relating to this client. Use the
“New” button to add any new notes to this folder.
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Client Document Tab
The Client Document tab lists all documents saved under this client. Documents can be saved via
fax, e-mail or by scanning. Any written agreements with a Client could be saved in your Client
Document Tab. The following three options are available on your document screen:
New. To save a new document, click on New. An “Attach New Document” window, will pop-
up. Click on the box next to the file field. Choose the document you wish to save to this client.
The date will default to the current date, but can be changed. Then input a description that will be
easily identifiable to the user. You will now have the option to either move or copy this file to
the client documents. We recommend that you move the file in order to avoid duplication of data
and space.
View: To view an existing document, click on the line you wish to view, then click on the view
button. The document will appear on your screen. You can adjust the size of the document by
clicking on the zoom button. If you wish to print this document, simply click on the print button.
Delete: To delete a document that is no longer needed, click on the line you wish to delete and
click on the delete button to the right. Click on the update button at the bottom of the screen.
Please note that once the document is deleted, it can not be retrieved.
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Collector Folder
The definition of a Collector is a representative for the Client and your contact person regarding
one or more cases. The Collector is usually an employee of the Client.
To add a new collector, click on the yellow icon on the toolbar or select File Æ New Æ
Collector from the application menu. Enter the first and last name of the new collector and click
the “Update” button. If an existing collector, active or inactive, is found you will be prompted
with the option to use the existing information or to continue adding a new folder.
How to Open
The Collector window can be opened by double clicking on the Collector name in the phone list.
Collector General Tab
The Collector General Tab of the Collector window contains basic contact information
Name: Collector name, entered in Last, First format.
Client Name: Choose the correct Client from drop down menu.
Phone, Fax and e-mail: Enter the direct line for individual collectors, the fax number and an
email address. This information will permit you to keep your collector up to date on case
activity.
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Collector Case Tab
The Collector Case tab lists all of the active cases for this collector.
Double click on any case listed to open the case window containing additional detailed
information on that case.
Click on the Report button to run a case tracking report for this Collector. You will have the
option to choose the dates you wish to include for this report. You can increase the viewable size
and/or print this report. This will enable you to update your collector on all of his/her active
cases with your company.
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Case Folder.
When entering a new case, click on the white page icon at the top of your screen, or select File
Æ New Æ Collector from the application menu. If you would like to verify that this is not a
duplicate case and you use the VIN #’s in your entries, you can click on the lightening bolt icon
at the top of your screen to input the last 4 digits of the VIN #. When you click on the search
button next to the numbers, RepoLion will list any VIN #’s ending in those 4 digits. Enter the
first and last name of the new case and click the “Update” button. If an existing case, active or
inactive, is found you will be prompted with the option to use the existing information or to
continue adding a new folder. When the new folder is added a case number will be assigned and
the name added to the phone list.
Case General Tab

The General Tab of the Case window contains assignment information about this Case.
Folder Contents:
Debtor Name Field. To be entered last name, then first order.
Client Name Field. Choose the correct Client name from the drop down box. If this is a new
client, click on the New button to the right. This will open an empty Client window to enter your
new client and detailed information, including the collector. When you return to your case
window and click on update, you will then find your new client available in the drop down box.
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Collector Name Field. Select the collector responsible for the account from the drop down list
box.
Map Reference Field. Map coordinates or page number of next location to check.
Assignment Date Field. Please note that the assignment date field will default to the current
date. Should you wish to input an alternate date, click the drop down calendar. Simply click on
the date you wish to use.
Assignment Type Field. This is the type of activity you have been assigned by the collector.
Select the assignment type from the drop down list of valid types for this client. Remember that
you may wish to add further assignment codes based upon your business needs (see step 4 on
how to get started.)
Status Field. Click on the ↓ button for your options. This is very basic and can also be changed
based on your business needs.
Assigned To Field. This will enable you to monitor which agent/employee is currently working
on this case. Select the employee from the drop down list.
Date Closed Field. Should the Status Field be Closed, the Date Closed field will default to the
current date. Should this be different, remember to correct that date.
Closing Activity Field. Click on the drop down list to choose from your options available. For
additional options, please see step 4 in how to Get Started. If you have just closed a case and you
wish to invoice for this service, be certain that you have entered the client's account number for
this case. It will appear on your invoice and will enable prompt payment by the client. The
assignment and closing dates will also appear.
Active VS Inactive. If you have a case that you have completed and would like to inactivate,
simply go to that case screen and click on the check mark in the active box. This will inactivate
the case but also enable you to reactivate, should the need arise. You will find that the name will
also be removed from the phone list. Should you wish to see all the cases that you have entered,
active and inactive, click on the check mark in the box at the bottom of your phone list. Please
note that inactivation of a case will not affect the client. Active and Inactive is only used to give
an accurate record of those accounts you are currently working. This status will be reflected in
your Active Account Report and Phone List. Clients and Collectors also have their Active and
Inactive status. This handy status enables the user to keep the records orderly.
Map Reference. This free form field is provided to indicate the actual (storage lot/location) or
suspected (Mapsco page or map coordinates) location of the vehicle.
Date Billed. This field is automatically set when charges from this case are invoiced.
Date Paid This field is automatically set when an invoice containing this case is paid in full.
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Case Debtor Tab
The Debtor Tab of the Case window contains detailed information about this Case.
Folder Contents:
Name Field. Debtor name, entered in Last, First format.
SSN Field. Debtor Social Security Number.
Birth Date Field. Date of birth for Debtor.
Address Field. Two lines for debtor Home Address information.
City, State, Zip Fields. Enter the City, State and Zip Code of the Home Address.
Phone Fields. Home, Work and Alternate Phone Numbers.
Employer Fields. Enter the Employer Name and Address information.
You will find a Map button next to each address. When you click on the Map button, if you have
internet access, the computer will take you to Yahoo Maps.
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Case Co-Maker Tab
The Co-Maker Tab of the Case window contains detailed information regarding the Co-Maker.
Folder Contents:
Name Field. Co-Maker name, entered in Last, First format.
Address Field. Two lines for Co-maker's home address information.
City, State, Zip Fields. Enter the City, State and Zip code of the home address.
Phone Fields. Home, Work and Alternate phone numbers.
You will find a Map button next to the address. When you click on the Map button, if you have
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Case Address Tab
Folder Contents:
The Case Address Tab contains fields to document two alternate addresses for this Case. There is
also a line for a description for those locations.
You will find a Map button next to each address. When you click on the Map button, if you have
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Case Vehicle Tab
The Vehicle Tab of the Case window contains information related to the vehicle in this Case.
Folder Contents:
Year. Manufacturers model year of the vehicle.
Make. Vehicle manufacturer.
Model. Vehicle model name.
VIN. Vehicle Identification Number.
Plate. License plate registration number and state of registration.
Key Codes. Original vehicle key codes.
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Case Loan Tab
The Loan Tab of the Case window contains information related to the vehicle in this Case.
Tab Contents:
Client Account Number. Account number used by the creditor (typically the loan number).
Monthly Payment. Regular monthly payment amount.
Loan Balance. Remaining loan balance.
Amount Due. Amount currently due, normally as of the assignment date.
Due Date. Date on which the next monthly payment was due.
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Case Tracking Tab
The Tracking Tab of the Case window contains the history of actions taken and general notes
relating to this Case.
Folder Contents:
ADD To add a new tracking note, click on the NEW button.
Date. The date will default to the current, but can be changed with the drop down calendar.
Employee. The agent/employee performing the Action you are tracking can be chosen from the
drop down list.
Action. Choose the Action you are tracking from the drop down list.
Tracking Body. Tab down from Action field to enter any detailed information you wish to track
for this action.
E-mail Collector. Tab down to E-mail Collector. If you have an E-mail address entered for the
assigned collector, you will click on the box.
Add. Tab to Add button and hit the enter key. This will complete your new documentation.
Close. If you choose not to complete this entry, or have made an error, click on close and begin
again.
PRINT. The Print button will print all tracking notes related to this case. This will enable you to
fax all documentation to the Collector.
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Case Document Tab
The Case Document tab lists all documents saved under this Case. Documents can be saved via
fax, e-mail or by scanning. Case assignment sheets are a great document to have on file.
The following three options are available on your document screen:
up. Click on the box next to the file field. Choose the document you wish to save to this Case.
the Case documents. We recommend that you move the file in order to avoid duplication of data
and space.
View. To view an existing document, click on the line you wish to view, then click on the view
Delete. To delete a document that is no longer needed, click on the line you wish to delete and
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Agent Folder
The Employee Window contains information specific to each employee of your company and
each outside agency.
To add a new agent folder select File Æ New Æ Employee from the application menu. Click
the “Update” button after entering the first and last name. The agent will automatically be added
to the phone list.
How to Open.
Double clicking on the agent name in the phone list can open the Agent window.
Agent General Tab
The General Tab of the Agent window contains basic information.

Folder Contents:
Name. Agent name, entered in Last, First format.
Address. Two lines for agent's address information.
City, State, Zip. Enter the City, State and Zip code of the address.
Phone. Home, Work and Mobile phone numbers.
SSN. Social Security Number.
Security information. Login ID, Password and Security Level for this agent.
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Security Levels are as follows:
A. Sysadmin – allows user to perform any action within program.
B. Manager – allows user to perform all actions except to delete any data.
C. Super User – allows user all manager access except to employee files.
D. User – allows user all Super User access except billing.
E. Inquiry Only – allows user to view date pertaining to recovery files only.
F. No Access – no access will be permitted to program by this agent.
Agent/Employee Rate Tab
The Rate tab contains the standard rates paid to this employee. Each individual category and its
corresponding fixed or per unit amount is listed in the window.
Folder Contents:
To add a new rate category for an employee, click on the ADD button on this tab folder.
To change an existing rate, double click on the line to be changed. The Rate maintenance
window will be entered to accept updates or allow the rate to be deleted.
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Agent/Employee Pay Tab
The Employee Pay Tab contains payroll information for this employee.
The total unpaid commission consists of the approved and the unapproved amounts. These totals
are shown at the top of the screen.
Unpaid. You may click on the “Unpaid” button to run the “Unpaid Commission Report” to list
these amounts in detail. To approve a commission for payment or to enter a new commission
amount, you will need to go to the Case folder and click on the “Commission” button.
New. To create a new payroll report for this employee, click on the “New” button. This report
will itemize all commissions approved for payment and mark them as paid.
View. To view any prior payroll reports, select the report you wish to view from the list and
click on the “View” button.
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Agent/Employee Document Tab
The Document tab lists all documents saved under this employee. Documents can be saved via
fax, e-mail or by scanning. The following three options are available on your document screen:
up. Click on the box next to the file field. Choose the document you wish to save to this
Employee. The date will default to the current date, but can be changed. Then input a description
that will be easily identifiable to the user. You will now have the option to either move or copy
this file to the employee documents. We recommend that you move the file in order to avoid
duplication of data and space.
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Group Folder
A Group is a company that has referred cases from multiple clients for repossession. The group
is used primarily for invoicing. If a client belongs to a group, all charges for the client are
invoiced to the group for payment.
To input a new group, select File Æ New Æ Group from the application menu. After entering
the name, click the “Update” button. A group number will be automatically assigned and the
group will be added to the phone list. After completing the remaining tabs, remember to use the
Update button to save your information.
Group General Tab
The General tab contains the name and address to which invoices are sent and other basic contact
information.
Client. Enter the name of the Group.

Bill To. Enter the address to which invoices are sent including the City, State and Zip code.
Phone/Alt phone. Enter contact telephone numbers.
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Group Clients Tab
The Clients tab contains a list of all clients belonging to this group. To add a client to the group
you must open each individual client folder and update the “Group” field.
You may select any client on the list and press the view button to open any client folder.
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Group Invoice Tab
The Invoice tab folder lists all previous invoices billed to the group. To reprint any prior invoice,
click on the correct line and then click on view, or double click on the invoice to be printed.
The "New" button will create a new invoice for this group containing all currently approved
charges for any client within this group.
If you wish to remove an invoice, which will re-instate those charges, you must have system
administrator status. You will click on tools at the top of your screen and click on remove
invoice. Simply enter the invoice number and click on OK at the bottom of the screen. This will
bring you back to the invoice screen. Click on update and you will be brought back to the
General Tab. If you go to the Invoice tab again, you will find the invoice has been removed.
Charges from that invoice now await invoicing or editing. They will appear on the next invoice
billed to this group.
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Group AmtDue Tab
The Amt Due tab contains the accounts receivable transaction history for this client group. All
invoices are listed as a debit amount and all payments are shown with a credit amount. A
running balance is maintained in the right column showing the amount due after that transaction
was posted.
The Invoice button prepares a new invoice in exactly the same manor as the “new” button on the
invoice tab.
The Payment button allows payments (and payment reversals) to be posted by poening the
payment window.
The Statement button prepares and prints a statement of account for this client.
The “Reset” button is available to the system administrator only. The reset button will clear the
receivable history. This function is used at time of initial installation to synchronize RepoLion
with any currently outstanding balance and to directly edit the amount due on each invoice.
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Group Document Tab
The Document tab lists all documents saved under this group. Documents can be saved via fax,
e-mail or by scanning. The following three options are available on your document screen:
up. Click on the box next to the file field. Choose the document you wish to save to this Group.
the Group documents. We recommend that you move the file in order to avoid duplication of
data and space.
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Indexing Wizard
The Indexing Wizard provides a quick method of entering new cases into the system. This
procedure saves the original assignment sheet exactly as it was received and adds enough
information to the database that the case may quickly be located in the future.
Before running the Indexing Wizard, use your fax software to save your new assignment faxes to
an empty directory for processing. The RepoLion installation creates a directory for this process
normally located at C:\ Program Files\RepoLion\New, but any empty directory may be used.
Paper documents should be scanned into the same directory for processing. If your fax and
scanning software provides an optional file format in it’s “Save AS” function, it is recommended
that you select the TIF (Tagged Image File) format. This format provides the highest clarity of
documents at a reasonable compression.
After saving document images, start the Indexing Wizard by clicking on the lighting bolt icon on
the RepoLion toolbar.
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Step 1
File. (Optional) Click on the “…” button to open a dialog box to locate and open the document
image. The document will be displayed in the right portion of the window as shown above. Use
the “Zoom” control and the scroll bars to locate the vehicle VIN in the original document.
VIN. Enter the last four of the VIN and click on the search button. The search window will be
opened, displaying the search results. If no matching VIN’s are returned, close the search
window and select “Create New Case”. Then click “Next” in the left portion of the window.
If one or more matching VIN’s are found, review the list to determine if there is any existing
case for this debtor already on file. Double-click on the case in the list to view the case folder in
detail. If an existing case is found, leave the case folder open, select the “use existing case”
option and click “Next”. If none of the VIN’s returned match this case, close the search window
and case folder (if opened) and select “Create New Case” and click “Next” to proceed to step 2.
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Step 2
Last Name. Enter the Last name of the debtor (required).

First Name. Enter the debtor first name.
Client. Select the client assigning the case from the drop down list. (Optional)
Account Number. Enter the account number assigned by the client. This information is used in
all correspondence with the client to clearly identify the case. (Optional)
VIN. Enter the Vehicle Identification Number. (Optional) You may enter just the last four or six
digits of the VIN to be used to find the case in the RepoLion system.
Click the “Next” button to continue. Note: If no document image file is displayed, click the
“Finish” button and proceed to step 4.
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Step 3
This step is omitted if there is no document image to be processed.
Document Description. Enter the Document Description as you wish for it to appear in the
document tab of the case folder.
Move File. If selected, the document image file will be removed from the input directory after it
has been added to the RepoLion document repository. This enables you to repeat the Index
Wizard process until all items in the input directory have been processed.
Copy File. In some cases it may be desirable to leave the document in the input directory after it
is added to the document repository. One example may be if two assignments are received in a
single transmission and your fax software is unable to save the pages as separate files. In this
example you would select “copy file” after the first case is entered to retain the document for
entering the second case.
Click the “Finish” button to proceed.
Step 4
After the “Finish” button is clicked, the Index Wizard and the document window are closed and
the new case folder is opened. At this time you may update the case folder with any additional
information. It is recommended that you set the following fields at this time:
Collector, Status and Assigned To.
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Condition Report Window
The condition report window allows you to enter all detail information to be printed on the
condition report. Open the case folder for the case in question and go to the vehicle tab. While on
the vehicle tab, fill in all of the basic vehicle information. Then click on the “Condition” button
to open the Condition Report Window.
General Info Tab
We have provided you with fields for the Date and Mileage as well as Engine and Transmission
types with drop downs for choices. Simply click on the boxes best describing what type of
Repossession you have performed and whether the vehicle is driveable or wrecked. You can then
give the Overall Condition in your own words as well as any additional detailed Comments that
apply to this vehicle. A field is also provided for whom the vehicle was inspected by.
When you have completed the General Desc. Tab information we suggest that you click on the
update button at the bottom of the screen before continuing to the next tab.
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Front, Rear Tab
Simply click on each of the descriptions that apply to the vehicle inspected. They will
Appear with an X on the condition report printout.
When you have completed the Front, Rear Tab information we suggest that you click on the
update button at the bottom of the screen before continuing on to the next tab.
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Fenders, Doors Tab
When you have completed the Fenders, Doors Tab information we suggest that you click on the
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Interior, Mech. Tab
When you have completed the Interior, Mech. Tab information we suggest that you click on the
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Tires, Windows Tab
When you have completed the Tires, Windows Tab information we suggest that you click on the
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Equipment Tab
Simply click on each of the descriptions that apply to the vehicle inspected. They will appear
with an X on the condition report printout.
There is a field for the Transport Company and Transport Date, as most Clients require this
information as well
When you have completed the Equipment Tab information you must click on the update button
at the bottom of the screen. Click on the Print button and your report will appear on the screen.
You will have a nice crisp Condition Report to forward to your client.
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View Charges Window
This window is used to enter and approve charges for each case that will be invoiced to the client
or group. To open the window, click on the “View Charges” button in the general tab of the case
folder. Each charge entered and saved in this window will be listed in the Unbilled Charges
report. Each “Approved” charge (“Appr.” box checked) will be included in the next invoice
produced for this client (or group, if applicable).
Invoicing. To invoice a case, click on the View Charges button. This will bring you to the
invoice screen. The invoice number field has a ↓ drop down button to view your options. This
will allow you to view previous charges invoiced. If this is a new invoice, tab down to the next
field.
Action. Click on ↓ button to view your options. Click on the correct service you have provided.
The remaining fields will automatically be filled with charges assigned to this client. Please note
that the date will default to the current date but can be changed by clicking on the ↓ button and
choosing the correct date.
Save. Click on save when you have completed entering charges for this case.
Approve and Save. Click on Approve and Save if you are prepared to approve the fees entered.
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Approve, Save and Invoice. Click on Approve, Save and Invoice if you are prepared to print
your invoice at this time. This choice will bring up a small invoice window showing the client
name and the Total Amount billed. If this is correct, press OK and you will have the invoice
appear on a report screen. Please note that if you have billed more than one case to this client, the
total will reflect the combined amount of all billings.
Report. To increase the size of the invoice for review, click on the magnifying glass icon and
increase to the easiest viewable size. Once you have verified the information, click on Print to
receive your hard copy. Provided that you have entered the address for your company and the
client correctly, your invoice should be ready for mailing. Please note that, should you find a
need to reprint this invoice, you must go to the client, either through the phone list or from the
case screen. Click on the invoice tab. Locate and click on the invoice number. Click on view
and you will have the option to print the invoice again.
Should you want to bill more than one case to a client this will be done by going through the
Client window, clicking on the Invoice tab and then New. This will combine all the current
billing entered for this client. When you click on the new button, the report screen will appear,
with the detail of the current charges you wish to bill this client. Close the report screen and
click on the update button. This will bring you to the general information screen for that client.
To verify the new invoice is saved on your client, you should be able to click on the invoice tab
and see the number and total of that invoice documented.
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Commission Window
This window is used to enter and approve commissions to be paid for each action performed by
an agent/employee. To open the window, click on the “Commission” button in the general tab of
the case folder.
Each commission entered and saved in this window will be listed in the Unpaid Commission
report. Each “Approved” commission (“Appr.” box checked) will be included in the next payroll
report produced for the employee.
Agent/Employee. This drop down list is used to select the agent/employee name that the
commission will be paid. After entering the commissions for each employee you must click the
“Save” button before entering the commission for the next employee.
Action. Click on ↓ button to view your options. The drop down list contains those standard rates
that have been entered in the rate tab for this employee. If an action code is selected, the
remainder of the line will be completed automatically.
Date. Please note that the date will default to the current date but can be changed by clicking on
the ↓ button and choosing the correct date.
Description. Enter the description, as it should appear on the payroll report. You do not need to
have a pre-determined action to enter a commission description and amount.
Quantity. If the commission is calculated based upon a quantity and a per item charge (such as
mileage), enter the number of items in this field. If the employee rate record indicates a per-item
rate, the quantity will be initialized to “1”. When you change this quantity, the total amount will
be automatically updated.
Unit Charge. This field works in conjunction with the “Quantity” field to calculate the total
amount. These fields do not have to be entered for those lines with a single quantity.
Amount. Enter the amount to be paid for this line.
Appr. Check this box if the commission is approved for payment to the employee.
Save. Click on save when you have completed entering commissions for this case.
Approve and Save. Click on Approve and Save if you are prepared to approve the commissions
entered.
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Payment Window
The Payment window is used to apply payments to individual invoices. Open the payment by
clicking on the “Payment” button in the Amt Due tab of the Client folder.
Step 1: Select the transaction type, either Payment or Payment Reversal.
Step 2: Enter the check number and the payment amount in the fields provided.
Step 3: click the “Next” button.
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The window will display all invoices with a remaining amount due for the client.
Step 4: Click on the invoice to which you wish to apply the payment.
Step 5: Enter the amount to be applied to the selected invoice. Check the “Approve
Commissions” box if you wish to automatically approve all unapproved commissions on all of
the cases included on the selected invoice. Click the “Apply” button and continue applying the
payment to invoices until no additional funds are remaining.
NOTE: the “Auto” button cann be used to automatically select and apply the payment to open
invoices.
Step 6: Click “Finish” to complete the payment transaction.
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Reports
RepoLion offers several reports that are believed to be of help in monitoring your recovery
business.
Report Preview Window
All reports are shown in the report preview window prior to printing. When the window opens,
the zoom setting defaults to display the entire first page in the display space. To view the details
of the report, change the zoom setting window toolbar to 75% or 100%. Use the Print button of
the window toolbar to send the report to your printer.
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Active Cases by Collector.
This report will show the current status of cases, first by client and then collector within that
client. If a √ remains in the status box of a case, this case will appear on your report, regardless
of it’s current open or close status. The last activity date and description will document only that
which was last entered in your tracking screen. Remember the tracking screen in the Case folder
is a good way to keep your collector updated, via e-mail, of the action taken on a particular case.
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Active Cases by Employee.
This report will give you the Agent/Employee and the cases being handled by that employee. It
will inform you as to the status, assignment date, last action and description of that action. The
last action and description are taken from the Tracking of each case. Again, if you have closed or
completed a case, it is best to inactivate that case. This will prevent old data from appearing each
time you run your report.
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Open Cases by Collector.
This report will list the Client with each Collector and any cases that remain open with your
recovery agency. It will also note the status of each case, Assignment Date, as well as the date
and description of the last activity.
If you have closed or completed a case, it is best to inactivate that case. This will prevent old
data from appearing each time you run your report.
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Open Cases by Agent
This report will list the Agent and cases that remain open and assigned to the agent. It will note
the current status, date of assignment, a map reference and the date and description of the last
activity on each case. Open cases are those to which no Closing Activity has been assigned. If
you have closed or completed a case, it is best to inactivate that case. This will prevent old data
from appearing each time you run your report.
The last activity and description of that activity is pulled from the tracking tab of each case. Be
sure to use this tool to obtain the information you wish to extract.
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Active Cases by Agent
This report will list the Agent and cases that remain active and assigned to the agent. It will note
the current status, date of assignment, and the date and description of the last activity on each
case. Active cases are those to which the Active box is checked in the case folder.
The last activity and description of that activity is pulled from the tracking tab of each case. Be
sure to use this tool to obtain the information you wish to extract.
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Case Status Report
The Case Status Report lists all active cases with any given status. This report can be used to list
all "Hot Cases", vehicles in storage, or any other group for which you have created a unique
status code.
When this report is selected from the report menu, you will be asked to choose the status code
you wish to view and the sort sequence for the report. The available sort options are
Agent/Employee Name or the Map Reference. The report also contains the Client Name, Client
Account Number and the Assignment Date. If the case is in a “Closed” status, this will also be
noted.
The next column of information will be the Case Name and Home address. The final column will
list the vehicle year, make and model, the VIN#, Color of vehicle and Tag Number.
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Case List
The Case List contains all active cases. The report list the assignment date, debtor name, account
number, city, vehicle, client name, status, date billed and date paid.
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New Case Report
This report, lists all new cases added between any two selected run dates. When this report is
selected from the report menu you will be asked to choose the beginning and ending dates.
The report contains the Client Name, Collector Name, Debtor Name, the current Status, the
Assignment Date, the last Tracking Date and Description.
The last activity and its description are pulled from the tracking tab of each case. Be sure to use
the Tracking tool to obtain the information you wish to extract.
76
Completed Case Report
This report, lists all cases closed between any two selected run dates. When this report is selected
from the report menu, you will be asked to choose the beginning and ending dates.
The Completed Case Report contains the Client Name, Collector Name, Debtor Name, the
current Status, Assignment date, the last Tracking Date and its Description.
77
Closed Case by Agent/Employee Report
This report, lists for each assigned agent/employee, all cases closed between any two selected
run dates. When this report is selected from the report menu you will be asked to choose the
beginning and ending dates.
The report contains the Agent/Employee Name, Client Name, Debtor Name, current Status,
Assignment Date, Closed Date and Last Tracking Description.
78
Unbilled Charges Report
This report lists all charges which have been entered and but have not been billed (invoiced) to
the group or client. After this report is chosen from the report menu, you may select a specific
client or run the report for all clients. If a “Group” is selected, the report will list all clients
assigned to that group.
The report contains the Client Name, Debtor Name, Closing Activity, Date Closed, Charge Date
and Description the Unapproved Amounts and any Approved Amounts.
79
Unpaid Commission Report
This report lists all commissions that have been entered but have not been paid. After the report
is chosen from the report menu you may select a specific employee or run the report for all
employees.
The report contains Employee Name, Case handled, Client account number, Closing Activity,
Closing Date, Charge Date and Description, any Unapproved Amounts and all Approved
Amounts.
80
Client Activity Report
The Client Activity Report lists all cases assigned by the selected client (or all clients) during the
specified time period.
The report contains the Client Name, Debtor Name, Case Status, Assignment Date, Closing Date
and Activity.
81
Client Rate Report
The Client Rate Report lists all rates that have been entered for all clients. This report makes it
easier to verify that all rates have been entered correctly for the clients.
This report contains the Client Name, Service or Activity, Fee to be charged, Unit rate and
description (which includes mileage, storage or any activity that is based on the numbers
provided.)
82
Collector Contact Report
This report lists the contact information for all collectors in the system.
83
Invoice History Report
This report lists all invoices, by invoice number, that have been generated by the system. The
report contains the Invoice Number, Invoice Date, Client or Group and the amount of that
Invoice.
84
Collector Update Report
In order to run this report, you must be in the Collector Folder and then proceed to the Report
menu at the top of the screen. Click on Collector Update Report. You will be given a Date Range
that you are able to change to meet your needs.
This report lists all of the open cases for the chosen collector. For each case under the Collector
chosen, the report will list the Debtor Name, Current Status, Assignment Date and any tracking
notes that were entered during the selected date range for that case. The next column will contain
the Client/Group Name, the Collectors Name and the debtor Account number with the Client
(typically the loan number).
85
Case Tracking Report
In order to run the Case Tracking Report, you must go into the Case Folder. You can either go to
the Tracking Tab and click on the Print button, or click on the Report menu at the top of the
screen and click on Case Tracking Report. This report lists identifying case information and all
tracking reports entered for the selected case.
The Case Tracking Report will list the Debtor Name, Current Status and the Assignment Date.
Below this information will be dates and any tracking information that was entered pertaining to
this case. The next column will contain the Client/Group Name, the Collectors Name and the
debtor Account number with the Client.
86
Vehicle Condition Report
Any information entered in the vehicle tab of the case folder and in the condition window is
printed in this report. If any information is omitted or not available, a blank will appear in that
field so that it may be filled out by hand.
87
Repossession Order
This report prints all case folder and tracking information for a selected case.
88
Closed Case Summary Report
The closed case summary report selects all cases that were closed within the given run dates.
The upper half of the report lists the total number of cases closed in the period summarized by
closing activity code. For the leading category the lower half of the report graphs the number of
cases on the vertical axis and the number of days open (assignment date to date closed) on the
horizontal axis.
89
Statement of Account
Statements are created either individually, from the Amt Due tab of the client folder, or as a
group from the report menu. The statement list all transactions on file for the statement period.
90
Invoice
To produce an invoice for a client:
1. Enter all charges to be billed to the client. Charges are entered using the “View Charges”
window from each individual case that will appear on the invoice. You must check the
“Approved” box for each charge that is approved to appear on this invoice.
2. Review those charges that will appear on the invoice using the “Unbilled Charge Report”.
Only those approved charges will appear on the invoice.
3. From the Client (or Group) folder, click the “New” button within the “Invoice” tab. The
following window will be displayed.
This will bring a small invoice window showing the client name and the Total Amount billed.
Please note that if you have billed more than one case to this client, the Total will reflect the
combined amount of all billings. If this is correct, press OK and the invoice will appear in a
Report screen.
Report. To increase the size of the invoice for review, click on the magnifying glass icon and
increase to the easiest viewable size. Once you have verified the information, click on Print to
receive your hard copy. Provided that you have entered the address for your company and the
client correctly, your invoice should be ready for mailing. Should you find a need to reprint this
invoice, you must go to the client, either through the phone list or from the case screen. Click on
the invoice tab. Locate and click on the invoice number. Click on view and you will have the
option to print the invoice again.
Invoice Format. Group invoices have the ability to bill for charges for more than one client. The
Group invoice is prepared in a slightly different format to specify the client name for each case
being billed.
Samples of both Client and Group Invoices follow.
91
Client Invoice
92
Group Invoice
93
Payroll Detail Report
In order to run a Payroll Detail Report, you must go into the Agent/Employee folder and click on
the Pay Tab. You will have the option to click on New, to create a new Payroll Detail Report for
this Employee, or click on View, to view any previous reports.
The Payroll Detail Report includes the Activity Date, Case Name, Case Number, Activity
performed and the Amount paid on that service.
94
Tracking Template Report
The Tracking Template Report list all of the tracking codes in your system and the tracking
template entered for that code.
95
Forms
Company Forms
The Company Forms window gives you the ability to store any documents or forms at the
company level just as case documents are stored in the case folder. Selecting Tools Æ Company
Forms from the application menu opens the Company Forms window.
The following three options are available on your document screen:

up. Click on the box next to the file field. Choose the document you wish to save. The date will
default to the current date, but can be changed. Then input a description that will be easily
identifiable to the user. You will now have the option to either move or copy this file. We
recommend that you move the file in order to avoid duplication of data and space.
96
RepoLion Template
An MS Word template file is provided in the Doc folder of your RepoLion install directory in
order to provide additional features for MS Word format company forms. The template adds two
additional items to the Word toolbar, GetCase and SaveCase.
GetCase
When you click on the GetCase icon of the Word toolbar, the following window is opened:
Enter the case number displayed in the title bar of the case folder and click “OK”. The function
will read selected information and insert into the document at the predefined bookmarks. Do not
run the GetCase function more than one time per document. Each time it is run, the new
information is inserted into the document without removing the prior information.
SaveCase
The SaveCase function allows you to save a completed document into the RepoLion document
tab of the case folder.
Enter the description of the document as it will appear in the document tab and click OK. This
function may not be used until the SaveCase function is run, which established the case number.
97
Custom Forms
You may modify the existing forms or you may add new forms of your own design to the
Company Forms window. Forms produced by any word processing system may be used.
Furthermore, MS Word documents may use the RepoLion template to get and save case
information.
To add the RepoLion template to a custom form:

1. From the Word menu select Tools Æ Templates and Add-ins.
2. Click the “Attach” button to open a common dialog box.
3. Locate the template RepoLion.dot in Doc folder of your RepoLion install directory.
Normally this file will be in the default location C:\Program Files\RepoLion\RepoLion.dot.
4. Click “Open”.
5. Click “OK” in the Template and Add-in window to finish adding the template to your
document.
To insert data from the RepoLion database into your form you must add specially named
bookmarks at the insert points. Before inserting or changing bookmarks, it is helpful to change
your Word settings to view bookmarks. To view bookmarks select Tools Æ Options on the MS
Word menu. Then, in the “View” tab check “bookmarks” and click “OK”.
To insert a bookmark into your MS Word document:

1. Position the cursor at the point in the document where the field is to be inserted.
2. Select Insert Æ Bookmark… from the Word menu.
3. Enter the name of the bookmark and click “Add”.
The RepoLion uses the following bookmark names to identify the data element to be inserted. A
bookmark name may be used only once in a single document.
BookMark Name
Case_Lname Case_AssignDate
Case_Fname Client_Name
Case_Addr1 Company_Name
Case_Addr2 Company_Addr1
Case_City Company_City
Case_State Company_State
Case_Zip Company_Zip
Case_VIN Company_Phone
Case_Year Coll_Lname
Case_Make Coll_Fname
Case_Model Coll_Phone
Case_Plate Coll_Fax
Case_BirthDate Case_SSN
Case_Employer Case_EmpAddr
Case_EmpCity Case_EmpState
Case_EmpZip Case_Hphone
Case_Wphone Case_Balance
Case_DueDate Case_Payment
98
Case_AmtDue Case_KeyIgn
Case_Account Coll_Email
CoMaker_Fname Comaker_Lname
CoMaker_Addr1 CoMaker_Addr2
CoMaker_City CoMaker_State
CoMaker_Zip CoMaker_Hphone
CoMaker_Wphone
99
Standard Forms
Release Authorization
100
Release to Transport
101
Release to Debtor
102
Personal Property Notice
103
Personal Property List
104
Client Update Sheet
105
Skip Trace Macros
Recording and saving skip trace web macros
Overview:
Skip trace macros work by capturing and saving the underlying data transmissions between the
browser window and the skip trace host web site. During the initial recording session the data is
presented to allow you to mark the account specific data in the transmission. When the macro is
later replayed, the indicated data is inserted into the transmission from any open case folder.
RepoLion has 12 built-in skip trace macros. Each macro also maintains a unique user-id and
password separately. By selecting “Update Web Macro” from the Skip menu you can change
the user-id and password for a macro without having to re-record the macro. This window also
allows you to select a tracking action code for this macro. Whenever the skip trace is run, a case
tracking note will automatically be entered for the case. This automatically documents your
online skip trace efforts for which you may be able to bill your client.
First a summary of the steps required to record a Web macro is presented. This will be followed
by a detailed example.
Open a case folder in RepoLion.

Open the browser window by selecting “Web Browser” from the “View” menu.
Using the browser window, navigate to the first page of the web macro you wish to record.
Click the “Start Recording” icon of the browser toolbar. This is the small white circle. The
circle will become red indicating a recording in process.
Select the button (1-12) you wish to use to save the web macro.
Enter the Name of the new recording. You may also save your user-id, password and tracking
code at this time.
In the browser, fill in any required fields and send the page.
For each field that you entered in step 7
Select the field description from the “Keyword” drop down box.
Highlight the data you entered in either the URL or the Header portion of the transmission.
Click “Set”.
Click “Continue” when all fields have been marked.
9. Repeat steps 7 and 8 for each page required to navigate to your final results. When your
final results are displayed stop the recording by clicking on the red circle icon of the browser
toolbar.
106
Example Recording:
For an example, a name and address search on the Accurint site was selected because it is a
relatively complex site.
Step 1
A case folder was opened in RepoLion. A case folder must always be open to run a skip trace.
Step 2
Open the browser window by selecting “Web Browser” from the “View” menu. This will push
the case folder into the left sidebar.
Step 3
Navigate to the initial web page. This is usually the first page on which you must enter data.
This site requires a user-id and a password, which is common on most “pay” sites.
Step 4
Click the “Start Recording” icon of the browser toolbar. This is the small white circle. The
circle will become red indicating a recording is in process. The Select Web Macro window will
be displayed.
107
Step 5
Select the button (1-12) you wish to use to save the macro. Click “OK”.
Step 6
Enter the Title of the new recording. The title will appear in the Skip menu to identify this
recording. You may also save your user-id, password and tracking code at this time. Click
“Continue” and the browser window will be shown.
108
Step 7
In the browser, fill in any required fields and send the page. In this example the user-id and
password were entered. The page was sent by clicking the “logon” button.
109
Step 8
For the “Login” field entered in step 7
a. Select the “UserID” field description from the “Keyword” drop down box.
b. Highlight the data you entered in either the URL or Post Data portion of the transmission.
The highlighted area will always extend from the “=” to the “&” (or end of the transmission).
Click “Set” to finish the field.
For the “Password” field entered in step 7
a. Select the “Password” field description from the “Keyword” drop down box.
After all of the entered fields have been marked, click “Continue”. Focus will return to the
browser window where the next page will be retrieved from the web site.
110
Step 7 (Repeated)
The next page returned in this example is a simple navigation page. We are required to click on
the “1” to continue.
111
Step 8 (Repeated)
Since we just clicked on a link to navigate to the next page and no data was entered we only need
to click “Continue” to go on.
NOTE: In this example web site there is an additional navigation page which recorded in the
same manor and is skipped for brevity.
112
Step 7 (Repeated)
In the browser, fill in any required fields and send the page.
In this example we entered the following fields from the open case.
Last Name
First Name
Address
City
State
Zip Code
113
Step 8 (Repeated)
For the “Last Name” field entered in step 7
a. Select the “Last Name” field description from the “Keyword” drop down box.
Continue marking all of the remaining fields entered in the prior step.
Note in this example that the content of the Street Address field does not appear exactly as it was
entered. Internet standards require that data transmissions contain no spaces or special
characters. Spaces are replaced with either “+” or “%20” and special characters such as commas
or periods with “%nn” codes.
Click “Continue” to go on to the last screen.
114
This is the result page of this inquiry. Since this was a fictional debtor and address no results
were found, as expected. To stop the recording process and save the web macro click on the red
recording icon in the browser toolbar. The macro will be added to the Skip menu and its number
button will be added to the RepoLion toolbar.
115

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RepoLion

January 30, 2006

Download Installation Files.

2. Read the licensing agreement and click on “Agree”

3. Click the “Download 5.3 Mb” in step 1.

7. Click the “Setup” button to extract the compressed program files.

8. The installation will begin by loading the installation programs.

12. The installation will continue displaying the progress bar.

After you have successfully downloaded your RepoLion Software:

1. Click on the start button, then program, then RepoLion.

It is important that a login and password remain confidential to avoid any

LEVEL B File documents as cases linked to clients and produce invoices:

LEVEL C Link to collectors and file e-mail updates:

General Information Tab

The following information is available on this tab folder:

System Code Tab

Closing Action Code

Undeposited Funds: This item is not used at this time.

Client Amt Due Tab

Collector General Tab

Case General Tab

Agent General Tab

The General Tab of the Agent window contains basic information.

Agent/Employee Rate Tab

Group General Tab

Client. Enter the name of the Group.

Last Name. Enter the Last name of the debtor (required).

Click the “Finish” button to proceed.

General Info Tab

Amount. Enter the amount to be paid for this line.

Step 1: Select the transaction type, either Payment or Payment Reversal.

Step 3: click the “Next” button.

Step 6: Click “Finish” to complete the payment transaction.

Report Preview Window

To produce an invoice for a client:

Samples of both Client and Group Invoices follow.

The following three options are available on your document screen:

To add the RepoLion template to a custom form:

To insert a bookmark into your MS Word document:

Recording and saving skip trace web macros

Open a case folder in RepoLion.

For the “Login” field entered in step 7

For the “Password” field entered in step 7

For the “Last Name” field entered in step 7

Click “Continue” to go on to the last screen.

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