Instrument Overview

When viewing the list of instruments, there are multiple sort order options. The current sort option may be changed using the drop-down box in the lower left corner of the instrument list. Sort options include Instrument Number Only, Full Instrument, Volume and Page, Instrument Type, Grantor, Grantee, and Recording Date. Normally the Full Instrument or Volume and Page sort option will be used when indexing. When an instrument seems to have disappeared, it can sometimes be found by changing the sort order and going to the point in the list it should be located.

Series	The series field is the first field shown on the screen. It is the field just to the left of the Instrument Number. When an instrument is created, it will be automatically assigned the user's current series, but it may be changed.
Instrument Number	The instrument number is automatically assigned when an instrument is created, but it may be changed. The system does not allow two instruments in the same series to have the same number.
Record Date	The recording date is automatically set to the current date when an instrument is created, but it may be changed.
Record Time	The recording time is automatically set to the current time when an instrument is created, but it may be changed. When an instrument is created, if there is already another instrument in the system with the same recording date and a time later than the time being entered, the system will give an error message asking the user if the instrument time is correct. The Plus and Minus buttons to the right of the recording time may be used to change the recording time.
Instrument Type	The instrument type should be set in this field. For more information, please see Instrument Types.
Delivered By	When a new instrument is created, the user may type in the name of the person who delivered the instrument, or press F3 to bring up a list of contacts in the system and select the proper name from the list if it has been used in the system before. If the individual is not in the list, the user may press Insert to create a new entry in the list.
Consideration Amount	This is the amount the doc stamp amount will be calculated from. Once this amount is entered, the doc stamp field will be automatically filled in.
Mortgage Amount	The mortgage amount may be entered in this field.
Book/Volume	When an instrument is created, the book will be automatically assigned to the book the user has been filing from most recently, but it may be changed.
Beginning Page	This should be set to the first page of the instrument. The system will automatically assign the next available page number in the user's current book.
End Page	This page will be automatically assigned after the number of pages has been entered, but it may be changed.
Number of Pages	This should be set to the total number of pages in the instrument. When this is entered, the fees and ending page will be calculated.
Fees	This is the amount of fees calculated for the instrument. If the fees need to be manually changed, clicking in the fees field will bring up another screen where the individual amounts may be changed.
Non-Standard	When this checkbox is marked, the instrument will use the non-standard fees set up on the instrument type.
Doc Stamps	This is the amount of the doc stamps based on the consideration amount. The amount is automatically assigned when the consideration amount is entered, but it may be manually changed. When this amount is changed, the consideration amount will be changed.
Instrument Date	The first field to the right of the instrument date should be set to the instrument date. There is another field to the right of the instrument date field that allows the user to type in a partial date if necessary, such as if the instrument date is only listed as January 1933.
Grantor	The grantor's name should be entered in the Grantor field. The name may be typed directly into this field, or F3 may be pressed when the cursor is in the field to bring up a list of all people in the system, then the grantor may be selected. If there are multiple grantors or the grantor's address should be entered, press F7 to bring up a screen to enter the additional information.
Grantee	The grantee's name should be entered in the Grantee field. The name may be typed directly into this field, or F3 may be pressed when the cursor is in the field to bring up a list of all people in the system, then the grantee may be selected. If there are multiple grantees or the grantee's address should be entered, press F8 to bring up a screen to enter the additional information.
Mail Label	This is used to tell the system whether a mail label should be printed for the Return To person listed on this screen the next time return mail labels are printed.
Return To	This is the person that the original documents should be returned to after filing. The name may be typed in this field, or the user may press F3 when in this field to bring up a list of all vendors in the system, then the user may select the proper vendor from the list.
Address 1, Address 2, City, State, Zip	This is the address information for the Return To vendor. If the vendor is selected from the list of vendors, if the address is filled out on the vendor in the list, the information will be pulled over from the vendor's screen onto the instrument.
Return Date	Date the documents were returned to the proper person.
Lien Release Date	This may be set to the date of release for liens.
Reference	If the instrument references another instrument, the instrument should be listed in this field. For more information, please see References.
Referenced By	If another instrument references the current instrument, the instrument that references this one will be listed in this field.
Comments	If there is any additional information about the instrument, it may be entered in the comments section.

Label	The Label button allows the user to print label(s) for the instrument with the relevant instrument information.
Legal	The Legal button will bring up a list of all legals for the current instrument.
Copy Legal	This will bring up a list of all other instruments, when the instrument is selected, all legals from the selected instrument will be copied to the current instrument.
Copy Names	This will bring up a list of all other instruments, when the instrument is selected, all grantors and grantees from the selected instrument will be copied to the current instrument.
Envelope	This will print an envelope for the Return To person listed on the instrument.
Scan	This will scan any documents in the scanner, assign them book and page numbers based on the information already on the instrument, and put them on the current instrument.
View	This will bring up all images associated with the current instrument.
Image List	This will bring up a list of all book and pages for the current instrument.
Scanner Configuration	This will bring up a screen where scanner setup options may be changed.
Lien/Judgment/Bond Data	This will bring up a screen where lien, judgment and bond information may be entered.
Images Available	This button shows the number of images on the current instrument. When it is pressed, it will bring up all images associated with the current instrument.