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PrintEnter a new Commercial Lessee
This area allows you to create a new prospective Commercial Lessee record. Before adding a Commercial Lessee inquiry the prospective Lessee must exist in the system as a Contact. See Enter a new Contact (Company). You may add more than one lessee requirement to a single contact. It is suggested that when a prospect leases or purchases a property, whether from you or another agent, or no longer intends to lease a property, that the requirements’ status are changed to OLD. See: Remove Buyer Requirements
1. Click on the Contacts Function/Menu button.
2. Select the Enquiry Option Button.
Drop Down list.
4. The Enquiry Type will default to Buy Commercial, select the Lease Commercial Option
Button.
5. Click on the New button.
3. Ensure the appropriate Commercial Department is displayed/selected in the Department
Drop Down list.
4. Click on the New button.
5. The Commercial Lessee Enquiry form will be displayed.
CONTACT SECTION
6. In the Last Name Field begin typing in the contacts Last Name (Surname) as a quick search to
see if they appear in the Data Base. If the Contact appears click once to select them and their details will appear in the Contact section of the Commerical Lessee Enquiry Form.
7. To view the Contact’s details click on the 
icon.
icon.8. If the Contact does not appear in the search then click out of the contact search box and fill out
the relevant contact details in the Contact section of the Commercial Buyer Enquiry Form.
To enter the contacts address details click on
icon. Enter the address details and then Save & Close.
To enter the contacts address details click on
icon. Enter the address details and then Save & Close.9. By clicking on the SMS or E-mail button you can send an SMS or E-mail directly to the
contact/buyer. See SMS regarding enabling this feature.
ENQUIRY SECTION
11. The Date Entered will default to today’s date – change this if necessary..
12. Select the Motivation from the Drop Down List.
Note: The system will default the motivation to High when entering buyer enquiries.
18. Accept single new listing information by - The contact can define whether they want all new
10. Enter the Staff member looking after this Buyer’s enquiry from the Staff Drop Down List. Note:
If a Sales Person is logged in adding a Buyer Enquiry their name will auto-fill with their staff code.
11. The Date Entered will default to today’s date – change this if necessary..
12. Select the Motivation from the Drop Down List.
Note: The system will default the motivation to High when entering buyer enquiries.
13. Enter the Required After date. Note: This date will default to today’s date, if the buyer does
not want a property until next year, enter the forward date, the system will not perform any checks on this buyer requirement until one month prior to that date. By leaving the date as today’s date you are assured that the buyer will be included in any buyer searches.
14. The Status will default to Current.
15. By clicking on the SMS or E-mail button you can send an SMS or E-mail directly to the staff
member assigned to this buyer. See SMS regarding enabling this feature.
16. Enter any Staff Notes – these include any details the Staff member would like to record. e.g. –
Elderly couple – prefer no stairs.
17. Enter any Client’s notes – these include any details the buyer has included in addition to their
requirement. e.g.: Wheelchair access, close to amenities etc.
18. Accept single new listing information by - The contact can define whether they want all new
listings that match their requirements within the buyer alert to be sent via email and/or SMS. Click on the 
icon to drop down andd select Email and/or SMS.
icon to drop down andd select Email and/or SMS.REQUIREMENTS SECTION
1. Select the appropriate Property Type from the Drop Down List. Note: This may be left blank
to match with all property types in the selected category.
3. Enter the Annual Rent from
4. Enter the Annual Rent to
5. Enter a Suburb/s if the buyer is only interested in a property in that suburb or suburb/s. Left
click on the white area in the grid under the Suburb column. Use the Drop Down arrow to select the suburb or alternately type the suburb name if it doesn’t appear in the list and click on Add.
6. Ensure the Must Have checkbox is selected if this suburb is essential in the search. Otherwise
remove the tick in this checkbox to indicate this buyer’s preferred Suburb/s but are not necessarily essential. This is basically their wishlist.
7. Enter the Building area from and to.
8. Enter the Land Area from and to.
9. Enter the $ Per sqm from and to values.
this is an essential requirement.
11. Enter the minimum number of Parking bays, select the Must have checkbox only if this is an
essential requirement.
12. Select the Grease Trap checkbox if the buyer is looking for a grease trap.
13. Select the Three Phase checkbox if the buyer is looking for Three Phase power.
14. Click on Save and Close to save the information entered, alternatively click on the X at the top
right corner of the Active screen, a message will appear “Do you want to save changes?” Select Yes, No or Cancel accordingly.
Listings Criteria Tab
This area allows you to record additional filtering options when searching for available listings from the buyer area. Note: Any information entered in this page will lessen the number of listings found suitable for this prospective lessee.
1. Select the Agency from the Drop Down List if required.
2. Select the Department from the Drop Down List if required.
3. Select the Employee from the Lister’s Drop Down List if required.
4. Select the Sale Method from the Drop Down List if required.
5. Enter the Date Listed between dates if required.
6. Enter the Listing Expiry between dates if required.
Activity Plans Tab (will appear once the Buyer enquiry form is saved and closed then reopened)
1. The Activity Plans area displays any Standard Activity Plan that has been attached and
lists both the start and end dates. If there is no end date displayed, this denotes that the Standard Activity Plan is still open.
2. The Activities area will display any Tasks assigned the Buyer, i.e. whether they are deleted, in
progress, not started or completed. It displays the due date as well as any notes regarding the Task.
Properties Inspected Tab
This screen displays a list of properties that the buyer has inspected including; Date, Time and Comments made. See: Enter a Buyer’s Property Inspection (using the Calendar)
Matches Tab
This area displays the results of search criteria entered for the Buyer.
1. All matching records will display in the grid.
2. Click on the Select Check Box, then click the E-mail brochure… button to e-mail the
brochure for all selected listings to the buyer.