Overview
Configuring automatic settings allows you to streamline your workflow by automating order assignments, invoicing, and due date scheduling. By establishing these global or client-specific preferences, you eliminate the need for manual intervention during the initial stages of order fulfillment. This ensures that vendors are assigned according to your fee structures, invoices are generated with consistent numbering, and turnaround times are standardized across your business.
How to Configure the Automatic Settings
A VMP XSite can be configured to automatically assign orders and create invoices for new orders based on your preferences. These preferences can either be set globally for all VMP XSite orders, or for specific Client Groups.
Global settings will apply to all VMP XSite orders — including all those placed by clients already in a Client Group. Then, you can change the automatic invoice settings for each Client Group specifically.
Navigate to the top navigation bar and select Preferences.
Select VMP Client Order Setup in the drop-down menu.
On the left, select Configure Automatic Settings.
The Automatic Assignment Settings section at the top of the Automatic settings menu defines how orders are assigned when Unattended Order Assignment is enabled. You can configure options for appraisers and agents independently of AMC and firm settings.
In the Assignment Options, choose whether or not you want to pass VMP comments to the vendor and/or assign supplemental orders to the same vendor that completed the original order.
In the Vendor fee options, choose the default fee table to use when assigning orders. You have the following three options: VMP XSite fee, My product fee, or the Vendor's published fee.
Check the box below it to use vendor override fee whenever possible. If you choose to use your VMP XSite fee when assigning orders, you can apply a percentage of that fee as your vendor's fee.
You can elect to use the vendor's published fee when an order is being automatically reassigned.
You can also set the default payment method when orders are automatically assigned.
The Automatic Invoice Settings are located directly below the Automatic Assignment Settings section. Use these configurations to manage automated invoicing behavior as described below.
Select Create invoice when order is placed if an invoice should automatically be created when a new order is placed on the VMP XSite.
Select Attach invoice when credit card is charged to automatically attach the invoice to the order when the credit card has been charged.
Select Attach invoice when order is marked complete to automatically attach the invoice to the order when the order has been marked complete.
Select Include the vendor's fee on the invoice to automatically populate the vendor's fee to the VMP XSite invoice.
Enter a number of days from which the order was placed to be used as the due date for the invoice.
Use the Auto number my invoices section to set the numbering prefix and the starting number for the sequence.
Select Use tracking number to use the XSite tracking number as the invoice number when the invoice is automatically created.
Enter a Prefix and Start Number Sequence for more detailed control over invoice numbers.
The Automatic Order Settings section includes the following configurations:
Enter a number in Set the order due date to XX days from the date the order was placed. This automatically sets the due date for VMP XSite orders.
Note: These are business days - excluding weekends and major holidays.
Enter a number in Set the rush due date to XX days from the date the order was placed. This automatically sets a faster turnaround time for any orders marked as Rush Orders.
Check Allow client to specify the due date if you'd like your VMP XSite clients to be able to specify the due date for their orders. These are business days - excluding weekends and major holidays.
Check the Use Quality Control (QC) folders option if you wish orders from this client to use the detailed quality control order statuses and folders. If unchecked, orders will go straight to completed status when the appraisal is delivered by the vendor. This setting applies to legacy orders.
Select Use Pending Release. This setting applies only to 3.6 Orders.
Select Additional recipients receive ALL notifications if you want all order notifications to be sent to email addresses entered in the Additional recipients field on the client's order form. This is the default setting.
Select Additional recipients receive the same notifications as the client placing the order if you want the same notifications the client receives to be sent to the email addresses entered in the Additional recipients field on the client's order form.
In the VMP Order # settings section, enter a Prefix and a Start Number Sequence to automatically be used when new VMP XSite orders are created.
Note: If you would like to enable the Quality Control (QC) folder workflow on a per client basis, this can be done via the Automated Client Group Settings.
Outcome
You have now established an automated workflow that handles routine assignments and invoicing. By removing the need for manual oversight, you have reduced administrative overhead and ensured that billing, vendor fees, and turnaround times remain consistent and accurate across all orders.