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CoesterVMS Order Exchange

 
The CoesterVMS Order Exchange was developed to afford competent appraisers fair access to review available assignments following the initial assignment period.
 
Exchange Overview
All orders placed through CoesterVMS enter an assignment process which selects a pool appraisers based on their experience, credentials, and market knowledge, as well as previous assignment data. Once the pool is compiled, selected appraisers receive an opportunity to accept the assignment in a rotation depicted in the flow chart below:
 
 
NOTE:
  • Listed durations are managed by CoesterVMS and may be longer than reflected above
  • Assignments cease once the eligible pool of appraisers is contacted. In many areas, the final 2 rounds are not utilized.
In the event no appraisers accept the assignment through this process, the order enters an “Unassigned” status. Previously, CoesterVMS staff would manually contact applicable appraisers, either via telephone, email, or both to inquire about their availability to accept the assignment.
 
With release of the Order Exchange, all orders not assigned through the initial process are made available for review, acceptance or modification in the Cloud Control System at vendors.coestervms.com.
 
Accessing the Order Exchange
If no appraiser accepts an order during the initial assignment process, all available appraisers will receive an email notification indicating the order is now available for review in the Order Exchange. Upon logging in at vendors.coestervms.com, the Cloud Control System will display the Order Exchange, rather than the Main page by default when new orders are available:
 
 
 
When viewing the Main page, the Order Exchange can be accessed by clicking the link on the left, or the header across the top of the page:
 

 
NOTE: The header is only displayed when new orders are available for review in the Order Exchange.
 
Updating Order Exchange Assignments
The Order Exchange will default the New Orders tab upon loading the page. This tab reflects all orders which have not been responded to by the logged in appraiser. The View link in the Action column opens up a pop up window displaying the order details and scope of work for the assignment:
 
 
 
The bottom portion of the pop up window contains a menu with two options, Accept and Modify:

  
 
The sections below detail the steps for completing both options, as well as the subsequent actions by CoesterVMS.
 
Accepting Order Exchange Assignments
Click the Accept option to proceed with the current order details and scope of work for the assignment. Upon successful acceptance, the window will display the following confirmation:
 
 
 
The Cloud Control System will also take the following actions following acceptance:
  • Order status updated to Accepted by Vendor
  • Order moved to Active Orders queue on the Main page
  • Notification with contact information and scheduling fields sent to appraiser
Modifying Order Exchange Assignments
The Modify option allows appraisers to submit a request to modify the fee or due date of the assignment based on their review of the property and scope of work. To initiate the modification request process, click Modify, then follow the steps below:
  •  Select an option from the Modification Reason drop down menu:
 
 
o   NOTE: Modification Reasons are managed by CoesterVMS and may vary from the above pictured selections
  • Based on the selected Modification Reason, fields corresponding to the fee and due date will populate to the Modification Request Menu. Enter the fee and/or due date required to proceed with the assignment   


  • Provide a written explanation in for the change(s) in the Modification Comments field:

  • Click Submit to finalize the modification request and deliver to CoesterVMS for review
Following submission of a Modification Request, the assignment will be sent to the Pending Orders tab in the Order Exchange and assigned CoesterVMS staff members will review the content of the request. Modifications will either be Accepted or Declined by CoesterVMS after review of each request’s requirements.
 
If a request is accepted, the Cloud Control System will also take the following actions following acceptance:
  • Order status updated to Accepted by Vendor
  • Order moved to Active Orders queue on the Main page
  • Notification with contact information and scheduling fields sent to appraiser
 If a request is declined, the submitted appraiser will receive notice of the declination and the assignment will be removed from the Pending Orders tab in the Order Exchange.