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PrintDepartment Settings – Sales Settings
This area contains information relating to the setup for Appraisals, Listings, Contracts and Advertising. The Agency may decide to allocate sequential Appraisal, Listing and Contract numbers by Department rather than by Agency. If these numbers have not been nominated here, the system will allocate numbers according to the Agency information it belongs to.
Note: You can save after each tab's information has been entered or alternatively enter all relevant information for every tab within Department Settings and then save and close.
The screen is split into two areas – the top Grid List of Records area displays current Departments, whilst the lower area is the Selected Record Display.
1. Click on the Administration button.
2. Under Agency Settings, select the Departments option.
3. If multiple Agencies are applicable, select the relevant Agency from the Agency Drop Down list in the upper Task Bar.
4. A Departments Active Window will appear.
5. Select the Sales Settings tab.
LISTING SETTINGS TAB
1. Select the Issue own set of Appraisal numbers checkbox if you would prefer to issue your own set of sequential Appraisal numbers for this Department.
2. Enter the Next sequential Appraisal number into the Next Appraisal Number field.
3. Select the Issue own set of Listing numbers checkbox if you would prefer to issue your own set of sequential Listing numbers for this Department.
4. Enter the Next sequential Listing number into the Next Listing Number field.
5. Enter the number of days for the Default listing period, this refers to the common length of
time for a Listing Agency Agreement, e.g.: 60 or 90 days.
Selling Price and Commission
Note: The settings below are default settings only and may be overwritten in the Listing Property details if applicable.
1. Select the GST is payable on selling price, default only checkbox if you would like the
system to calculate GST on the sale price of the listings entered into this department e.g.: for Commercial Sales.
2. Select the Selling price quoted is GST inclusive checkbox if GST is applicable to the sale
price of the property and is included in the sale price of the property. Note: This option is only applicable if the GST is payable on selling price, default only checkbox is selected.
3. Select the Commission is calculated on GST inclusive price checkbox if the commission
payable by the vendor is calculated based on the GST inclusive sale price of the property. Note: This option is only applicable if the GST is payable on selling price, default only checkbox is selected.
4. Select the Selling Commission is based on standard department scale checkbox if
applicable. If a standard department scale is required this needs to be set up Administration>Department settings>Sales Settings>Commission Scales Tab.
5. Select the Commission quoted is GST inclusive checkbox if applicable.
6. Enter the default Lister gross commission percentage for this department, the Seller
percentage will automatically calculate e.g.: 50/50, 60/40
7. Enter a Disclaimer for this department if applicable.
checkbox if applicable, and then select the relevant trust account from the Drop Down list.
Note: If no trust account is available this needs to be set up in Administration>Agency settings>Accounts.
Note: If no trust account is available this needs to be set up in Administration>Agency settings>Accounts.
1. Printable Brochure Report: Allows the user to set as a default for the department the
brochure to be printed for each listing. The user can select a particular brochure type for individual listings if required from the list of available brochure types.
2. Email brochure template: Allows the user to set as a default for the department the
brochure for emailing. If this field is left blank a predefined brochure template with the department logo will be sent. The brochure will display the first 5 images attached to the property. MultiArray can create custom email brochure templates for your agency that allow you to select specific templates for individual listings. For a quote on this service please contact MultiArray on 1300 720 881.
3. Email Strip List template: Allows the user to set as a default for the department the email
strip list for emailing. If this field is left blank a predefined strip list template with the department logo and details will be sent. MultiArray can create custom email strip list templates for your agency. For a quote on this service please contact MultiArray on 1300 720 881.
4. Enable email Alert: The system has the capability to match buyers with NEW listings
automatically each evening and email a strip list or HTML brochure to these buyers. This feature is enabled by the user ticking the checkbox in the Administration > Agency Settings > Departments > Sales Settings> Listing Settings.
ADVERTISING ACCOUNTING TAB
1. To update Advertising Accounting settings, double click on the appropriate Department in
the Grid List of Records. The Department details Active Window will be displayed.
2. Click on the Sales Settings tab.
3. Click on the Advertising Accounting tab.
If the sales staff are responsible for advertising overspent;
4. Select the Vendor contribution credit made to listers only checkbox if applicable. If this is not selected the the Vendor contribution credit will be allocated between Lister and Seller.
5. Select the Advertising allowance to sales staff will be credited to listers only checkbox
if applicable.
6. Select the Charge fixed, non refundable marketing levy to vendor checkbox if applicable.
7. Select the Show credit card as payment option on advertising tax invoice checkbox if
applicable.
checkbox if applicable.
9. Enter the Account Due on Invoice in number of days. E.g. 7 days. If you intend to print
Advertising Account Invoices, text will appear on the invoice which reads “This account is payable with 7, 14 days” etc depending on what is entered here.
CONTRACT SETTINGS TAB
1. To update Contract Settings, double click on the appropriate Department in the Grid List of
Records. The Department details Active Window will be displayed.
2. Click on the Sales Settings tab.
3. Click on the Contract Settings tab.
own set of sequential Contract numbers for this Department.
5. Enter the Next sequential Contract number into the Next Contract Number field.
your own set of sequential Archive numbers for this Department.
7. Enter the Next sequential Archive number into the Next Archive Number field.
8. Select the Allow multiple concurrent contracts for a Listing checkbox if applicable.
9. Enter the default number of days for calculating the Settlement date after contract signed.
e.g.: 30 days, 60 days etc.
10. Enter the default number of days for calculating the Deposit due after. e.g.: 5 days, 7 days
etc.
11. Enter the default Deposit due percentage of sold price if applicable e.g.; 5%, 10%.
Date to be used for Exchange/Unconditional
12. Select either the Date Exchanged or Unconditional date Option Button (whichever is
relevant terminology for your State).
Note: This option determines:
a. Which date to use for standard activities that are set with the activity due date
based on the date exchanged or unconditional.
b. Which date to use for calculating commission payable to sales staff who are on a written
incentive sliding scale and the Sliding Scale by Exchanged/Unconditional checkbox is selected in Administration > Agency Settings > Departments > Sales Settings > Commission Scales.
c. Which date to use for crediting sales staff when the Credit sales staff commission
when contract is exchanged or unconditional checkbox is selected in Administration > Agency Settings > Departments > Sales Settings > Contract Settings > Settlement.
d. Which date to use for the internet display options selected in Administration >
Agency Settings > Departments > Web Settings.
Commission reporting date based on
- Select either the Offer Signed Date or Commission Divide Date Option Button The system keeps a log of written gross commission for every sales person. The system was designed to use the date when the commission is divided, and not the date contract is signed, as the "date written" in this log. It also records changes made to the division of commission and the date the changes are made. This will ensure the system reports all the changes, even if they are made in subsequent months. This is especially relevant when canceling contracts as a reversing written commission entry is recorded either using the date the contract is cancelled (if Commission Divide Date is selected) or the Offer Signed Date. to determine how written commission is to be reported.
Settlement
14. Select the Allow contracts to be settled with Cr deposit balance checkbox if
applicable. By selecting this option the system will allow the user the settle a contract while still having a credit in the ledger contract ledger.
15. Select the Allow contracts to be settled with Cr Advert balance checkbox if applicable.
By selecting this option the system will allow the user the settle a contract while still having a credit in the listing advertising ledger account.
checkbox if applicable. By selecting this option the system will allow the company to credit salespeople commission on exchange/unconditional.
17. Select the Credit Sales Staff Commission when Section 27 date is entered (Vic only) if
applicable. By selecting this option the system will allow the company to credit the salespeople their commission based on the Section 27 date.
Sale Deposit Pay into
deposit is to be paid into. If it is to be into a trust account, select the relevant trust account from the Drop Down list.
19. Click on Save and Close to save the information entered, alternatively click on the X at the top
right corner of the screen, a message will appear “Do you want to save changes? Select Yes, No or Cancel accordingly.
COMMISSION SCALES TAB
This area is used to determine how the system calculates the sales staff commission when on a sliding scale. You may also setup a default department selling commission scale in this area.
Sales Staff Incentive Commission Scale Setting
1. Select the Yearly scale is based on financial year checkbox if applicable.
2. Select the Sliding scale by Exchanged/Unconditional checkbox if applicable.
Suggested Department Selling Commission Scale
3. Left Click into the Amount column and enter the first level amount. e.g. $10,000
4. Press the <Tab> key and enter the Percent applicable to this level in the percent column. e.g.
2.5.
5. Repeat process until all levels and percentages have been entered. Note: Please ensure that
the highest level amount is entered as 999999999
6. To display all records in ascending or descending order, simply left click on the appropriate
column heading.
7. Note: You can save and close after each tabs information has been entered or alternatively
enter all relevant information for every tab within Department settings and then save and close.