This area allows you to create a new Contract record. A Contract may only be created if a Listing for the property exists. When you enter the Contract area, the screen will be divided into three areas.

 The Menu/Function area - Positioned alongside the left hand side of the screen and is separated by the remainder of the screen by a vertical bar.

The Grid List of records area – Positioned on the upper right hand side of the screen and is separated from the lower right hand side of the screen by a horizontal bar. In the Contracts module, all the available Contracts will appear in this grid. To access a Contract in this grid, simply double left click to display the record in the Active Window. You may re-position any of the headings in this grid into an order that suits you. To do this, left click on the heading that you wish to re-position and move it to the left or right into your favoured position.

The Active Window area – Positioned on the lower right hand side of the screen and is separated from the upper right hand side of the screen by a horizontal bar. If a record is selected from the Grid List of Records above, the details of that record will be displayed here.

Should you require more space in any of the three areas, you may simply Click & Drag the vertical or horizontal bars to increase the width or height of the display.

1.       Select the Properties Function/Menu button.

2.       Click on the Contracts  Option Button.

3.       Ensure the correct Department is displayed/selected in the Department Drop Down List.

4.       Click on New.

5.       The Select Listing screen will be displayed.

6.       If the Listing required is displayed in the grid, left click on the Listing details and click the OK

button.

7.       If the Listing is not visible in the grid you may search for the Listing required by using the Look

for area. In the Look for area enter the details of your search; you may search by street name, street number, street type, suburb, owner name etc. Enter the Status and then click on the Find now button. A list of all properties matching your criteria will be displayed in the list. Left click on the Listing you require and click the OK button.

1.       The Contract Number will automatically be assigned when the contract is saved.

2.       Enter the Sold Price.

3.       The Deal number will automatically be assigned when the contract is saved.

4.       The Contract Status will default to Current.

5.       When the contract status changes, the drop down list may be used to indicate the new status of

Deposit Taken, Confirmed, Unconditional or Exchanged.

6.       Select a Lead Source from the Drop Down list.

7.       Select a Sale Method from the Drop Down List.

8.       Referral - Records clients who refer a Purchaser to your agency. The referrer must be a

contact in the database. The system will record the number of referrals each time a new referral is added and the details of each referral will be recorded on the associations page of the referrer contact.

1.       The Deposit Required will calculate automatically in accordance with your settings in the

Administration > Agency Settings > Departments > Sales Settings > Contract Settings area. You may however, override this figure by entering an alternative amount if it differs or if you do not want to setup a default.

2.       The Balance field will display the current trust account balance.

3.       Select the Solicitor Held Deposit checkbox if applicable

4.       or select the Bank Guarantee checkbox if applicable

1.       Enter the Date Offered – this is usually the date that the offer was signed.

2.       The Deposit Due date will calculate automatically in accordance with your settings in the

Administration > Agency Settings > Departments > Sales Settings > Contract Settings area. You may override this date if applicable.

3.       Enter the Exchanged date if applicable.

4.       Enter the Unconditional date if applicable.

5.       Enter the Sales Advice date if applicable.

6.       Enter the Account Sale date if applicable.

7.       Enter the Section 27 (Vic only) date if applicable.

8.       The Settlement date will calculate automatically in accordance with your settings in the

Administration > Agency Settings > Departments > Sales Settings > Contract Settings area. You may override this date if applicable.

1.       To add the Purchaser, select the  icon in the white area under the Name header.

2.       Search the Contact database to see if this contact has been entered previously. See:

3.       Alternatively you may add a new Contact by clicking on the Add New button. See: 

Create a new Contact.

4.       Repeat the above process if there is more than one owner. Then apply the appropriate owner

share % into the Percent column for each Purchaser, ensuring that the total equals 100.

5.       Once the Purchaser/s have been appended you may view their details by selecting the icon.

6.       All names will appear in the Names area.

7.       Select the Investor checkbox if the property is being purchased as an investment

property.

1.       Left click in the grey area under the Condition column heading.

2.       Select the appropriate Condition from the Drop Down List.

3.       Enter the Date Due using the Drop Down list.

4.       Enter the Date Approved using the Drop Down list once the condition has been met.

5.       Repeat the above process for all Subject Conditions associated with this contract.

1.       Left click in the grey area under the Staff Code column heading.

2.       Select the appropriate Employee from the Drop Down list and nominate his or her %

3.       Repeat the above process until all Selling agents have been appended.

4.       Enter any Special Conditions.

5.       Enter any Progress Notes.

Use this area to record Referral and/or Conjunctional agent sales.

1.       Left click in the grey area under the Joint Sale Type column heading.

2.       Select the Join Sale Type from the Drop Down Menu, e.g.: Conjunction In

3.       Left click in the grey area under the Company column heading.

4.       The Select Real Estate Agent screen will be displayed. All contacts that have been entered

with the Real Estate Agent category attached will be displayed. Alternatively if the agent you require is not displayed, use the Look for area to locate the agent or click on the Add New button to add a new Real Estate Agent.

5.       Once the Agent is selected, press the <Tab> key and enter the Fees percentage if

applicable, alternatively press the <Tab> key again and enter the Flat Fees Amount.

1.       To add a Vendor’s Conveyance or Solicitor in the Vendor Conveyancer tab, click on the
          Name button. The Select Solicitor, Conveyancer screen will be displayed.

2.       All contacts that have been entered with the Solicitor or Conveyancer category assigned to

them will be displayed. Alternatively if the Solicitor/Conveyancer you require is not displayed, use the Look for area to locate the Solicitor/Conveyancer or click on the Add New button to add a new Solicitor/ Conveyancer.

3.       Once the Solicitor/Conveyancer is selected you may update the Notes area, Send E-mail or

Mailmerge if required.

4.       To display all Contact details for this Solicitor/Conveyancer click on the  icon.

5.       Click on the Purchaser Conveyancer tab and repeat the above process for the Purchaser’s

Conveyancer.

1.       The Deposit Required will be carried across from the first Contracts page, update this amount

if a different amount is held.

2.       Sales Commission (GST Incl.) will automatically calculate based on the Listings > Fees

and Charges settings and the Sold Price.

3.       The Vendor Contribution Due will calculate automatically depending on the Agreed Vendor

Contribution, Amount Spent and Monies Received if any.

4.       Select any other charges from the drop down lists and enter the amount owing including GST.

5.       The Balance to Company amount will calculate automatically.

6.       The Vendor IBD Interest will calculate automatically if there is any interest entered into the
          Interest Bearing Deposit Trust Account.

7.       The Balance to Vendor/Solicitor field will calculate automatically based on the Deposit

Required and Total Due from the vendor.

8.       The Conjunct/referral com (GST incl.) amount will calculate automatically according to the

Contract > Joint Sale screen.

9.       The Company Gross com (GST incl.) amount will calculate automatically.

10.     Agreed Vendor Contribution displays the adjusted agreed vendor contribution.

11.     Vendor Advertising Expenses Total displays the total amount for advertising entered

against this property.

12.     Advertising amount paid displays total of all monies received by the vendor to date for any

advertising.

13.     Sales Staff Advertising Total displays the total amount of advertising entered against the

Lister’s for this property.

1.       Gross Commission (GST excl.) displays the company total commission less the GST portion.

2.       Franchise Fee (GST excl.) displays the Franchise Fee amount less the GST portion.

3.       Enter the Commission Portion for Lister if different, the Seller portion will calculate

automatically

4.       In the Commission Deductions grid, left click on the area under the Commission         
          Deduction column heading, select the relevant Commission Deduction from the Drop Down

list.

5.       Press the <Tab> key and enter the Amount.

6.       Select the Partial Settlement checkbox if applicable. Enter the First Commission percent.

1.       The Divide Commission grid will automatically display & calculate the appropriate commission

break down for each employee involved in the sale of this property.

2.       The Gross $ amount is the amount of gross commission before any deductions have been

removed.

3.       The Adjusted Gross $ is the amount of gross commission once all deductions have been

removed.

4.       The Net $ is the amount of commission to be credited to the sales person as per their individual

employee’s settings.

5.       You may add/edit this grid.

6.       Click on the Recalculate button if you have made adjustments to the commission amounts.