Contents

Upgrade Notes – Version 2.7

This upgrade contains the following new features and enhancements:

NEW FEATURES

TEAM SECURITY – NEW FEATURE – New security permissions have been added to allow sharing of data in offices where sales staff work as part of a team or sales staff have personal assistants.In earlier releases security permissions could only be assigned at an agency, department or individual staff member level. For example a staff member could be given permission to view any listing in an agency, department, or only listings where they are the sales person. However users required the ability for the sales team to share data amongst their team members or for personal assistants to be able to access the data for all staff where they act as a PA.

Each permission module for each role will have a new “Team” row in the security settings. Note: Setting additional role permissions is only available to users who have permission to maintain agency security settings.

To implement this requirement a new grid has been be added to the Staff>Roles and Security form to allow you to choose a list of other staff members who are in a ‘Team’. For a personal assistant you would choose the staff for which they act as PA as Team Members, whereas for a sales team member you would choose the other sales staff that make up their team.

CONTACT DUPLICATION CHECK – NEW FEATURE – This module will assist in finding all duplicated contacts in the data base and combining the activities and other associations from the duplicated contacts to the “original” contact. This module is only available to users who have permission to maintain agency security settings (usually only the office administrator role) and can be accessed through the Tools >Duplicate Contacts menu item.

When the Duplicate Contacts option is selected the system will find all ‘Duplicated Contacts’ in the agency database within the selected surname and company name range. The system will assume a contact is ‘Duplicated” if the surname/company name is identical and the mobile number or email address or home number or work number is the same. When a ‘Duplicated’ contact is found the status will be displayed in the grid as ‘Keep’. Note: If a Duplicated Contact is found the system assumes that the oldest contact (earliest Active since date) is the ‘Original’ contact.

In order for the system to combine the contact information to the ‘Original’ contact you must change the status of the duplicated contact from ‘Keep’ to ‘Duplicated’ and select the ‘Fix duplicate contacts’ option at the bottom right hand corner of the screen.

If the mobile number or email address or home phone number is the same but the surnames or company names do not match the contact status will be displayed as ‘Doubtful’

Detailed instructions for using this feature can be found at the end of these upgrade notes or in the Help Screen.

ADVERTISING INVOICE WRITE OFF – NEW FEATURE – In some cases an agency may decide to give the vendor a discount or write off on all or part of a previously raised invoice.

When receiving payment on a raised invoice (either Charged Items or Upfront Vendor invoices) if the invoice status is unpaid a new Discount/Write Off buttonwill be available. If this option is selected the Vendor Write off Details screen will be displayed allowing you to select an option to Write Off or apply Discount to this invoice. By default the total amount outstanding for this invoice will be displayed in the Special Credit Amount however this amount can be altered to the Discount or Write Off amount required. If the amount of the Discount/Write off is equal to the outstanding amount of the invoice the status of the invoice will be changed to Settled on saving the record. If an outstanding amount remains after applying the Discount/Write off the status of the invoice will remain as Unpaid.

A new field has been added to the Listings>Fees and Charges and the Contracts> Accounts page to reflect the Discount/Write off.

Note: The Vendor Contribution Due calculation includes the Discount/Write off as a payment received.

The following reports have been modified to reflect the Discount/Write off:

ADVT004 – Advertising Expenses by Listing

ADVT010 – Vendor Invoices Summary

ADVT013 – Advertising Invoice Statement

PART-TIME STAFF LEAVE ENTITLEMENT CALCULATION – NEW FEATURE - Staff > Entitlements – Part Time Staff – To cater for part time staff who may work different hours each pay period (or additional hours) the system will now calculate leave entitlements for these staff based on hours worked. You will need to check the way your part time staff have been entered in the system and make a one off adjustment to the holidays and sick days hours left prior to your next pay run. Please refer to the additional notes under STAFF > ENTITLEMENTS and STAFF > PAYMENTS in these upgrade notes.

CONTACT COMMUNICATION TAB – NEW FEATURE – Contact > Communication – The system now records emails, SMS and mailmerge activities for each contact. Details kept are the date, time, method of communication, the staff member performing the communication. function The mailmerge function records the name and document path of the letter sent.

VIEW DOCUMENT – NEW FEATURE – An option to email a stored document has now been added to this feature. The contact selected to receive the email must have an email address and “Accepts Email” ticked.

TRANSFER JOURNAL – NEW FEATURE – Accounts > Transfer Journal – The transferjournal function now also allows the user to transfer available funds from one Advertising Ledger to another Advertising Ledger.

IMAGE MAINTENANCE – NEW FEATURE – Administration > Staff > Roles - A new permission has been added to allow permission to maintain (Add/Delete/Change Order) of photos and floor plans on the Properties > Images tab. By default this permission to “Maintain property photos and floor plans” is defaulted with the checkbox ticked on for ALL roles. If you do not wish a particular role to be able to add/edit or alter the order of property images you will need to untick the checkbox for this permission in Administration > Staff >Roles >Administration for that role.

GRID CONTROLS – NEW FEATURE – You now have the option to delete items displayed in the grid prior to mailmerging or exporting to Excel.

COMMERCIAL BUYER MATCH – NEW FEATURE - Commercial Department > Properties > Listings > Match Buyers – Investment and Vacant check boxes have been removed and replaced with a drop down selection to allow commercial buyer matching based on :

Not Applicable – Matches to all commercial buyers regardless of the Must Have or Prefer Investment or Vacant checkboxes.
Must Have Investment – Matches to all commercial buyers who have Investment Must Have ticked on the buyer enquiry form.
Must Have Vacant – Matches to all commercial buyers who have Vacant Must Have ticked on the buyer enquiry form.
Investment - Matches to all commercial buyers who have Investment Must Have or Prefer ticked on the buyer enquiry form.
Vacant - Matches to all commercial buyers who have Vacant Must Have or Prefer ticked on the buyer enquiry form.
Exclude Must Have Investment – Matches to all commercial buyers who DO NOt have Investment Must Have ticked on the buyer enquiry form.
Exclude Must Have Vacant – Matches to all commercial buyers who DO NOT have Vacant Must Have ticked on the buyer enquiry form.

COMMERCIAL LISTINGS > ADVANCED SEARCH – NEW FEATURE – Commercial Department > Properties > Listings > Advanced Search – Now available to use the Advanced Search to search for commercial listings for sale, for lease and for sale/lease using filtering options e.g. Property Type, Price From and To, Yearly Rent From and To, Lister, Sale Method.

RURAL BUYER ENQUIRIES – NEW FEATURE - Rural Department > Contacts > Buyer Enquiries has now been included. Buyers and their requirements can now be entered into the Rural Department to allow matching to all Rural Listings.

RURAL LISTING MATCH BUYERS – NEW FEATURE - Rural Department > Properties > Listings > Match Buyers has now been included.Allows you to match rural listings with the requirements the selected rural buyer has. The listings can then be emailed to the buyer in a HTML format or attachment.

RURAL LISTING ENQUIRIES – NEW FEATURE - Rural Department > Contacts > Listing Enquiries has now been included. This feature allows you to record all enquiries that are made on your rural listings. The enquiries can be exported to excel and also are recorded against the individual rural listings Properties > Listings > Listing Enquiries Tab.

RURAL PROPERTY DETAILS ADDED TO LISTING – NEW FEATURE - Rural department > Properties > Listings > Property Details has now been included.Allows you to view and edit your rural property details such as Land information, Produce and Improvements from the listing form without having to click on view property.

RURAL BROCHURES – NEW FEATURE - Rural Department > Properties > Listings > Print Options > Brochure & Window Card has now been included.Allows you to print Brochures and Window card for your selected rural listing.

PLEASE NOTE: ACCESS TO NEW REPORTS IS BASED ON PREVIOUSLY DEFINED PERMISSIONS.

If you require staff members with other roles to access new reports and they are unable to do this please check the permissions in the Administration >Staff > Roles > Reports area. Users will need to tick the checkbox for each report a particular role is allowed to access.

REPORTS in the Tools >Print Report section:

ADVERTISING

ADVT010 - Vendor Invoices Summary - Report Modification – Listing Status has been added to the filtering options for this report.

ADVT014 – Advertising Recoverable From Trust – Report Modification – Total Write-Off has been included in this report.

ADVT015 – Supplier Invoices Summary – NEW REPORT – Displays a summary of supplier invoices raised for a selected (or all) suppliers between the selected date ranges.

ADVT016 – Aged Debtors Report – NEW REPORT - Displays outstanding vendor invoices for current, 30 days, 60 days and above 90 days

APPRAISAL

APPR001 – Residential Appraisal List by Salesperson - Report Modification – Expected Commission has now been added - Totals of Expected Commission per sales staff, Department and Agency.

LISTING

LIST004 – Rental Stock List – NEW REPORT – This report allows you to print a rental stocklist based on listings entered in the Property Management Department. This department is currently only used to enable clients to upload to web portals.

STAFF

STFF005 – Report Modification - This report now only includes staff members with “Include on statistics reports” checkbox ticked in the Staff>Staff Settings>Details page

STFF007 – What’s changed report by Sales Staff – NEW REPORT- This report allows you to print selected performance measures for a staff member/members between a selected date range.

TRUST

TRUST008_NSW – IBD/Trust Account Receipt for NSW – NEW REPORT – This report includes additional wording for information at the bottom of the receipt. If you wish to use this receipt you will need to select it in the Administration > Setup > Setup Tables > Standard Reports – Receipts for every department. This report is department specific and if you do not select the new report in every department that uses this Trust Receipt you will print different receipts for different departments.

TRST022 –Transfer Journal Report – NEW REPORT – This report shows the movement of Trust monies within the Trust Account for the selected date range. The report includes all entries created using the Transfer Journal function in the Accounts area.

ADDITIONAL REPORTS

Reports available from the Tools Menu

WHAT’S CHANGED REPORT – Report Modification – This report now includes Commercial Buyer Enquiries and Commercial Lease Enquiries

SETTLED COMMISSION REPORT – Report Modification – The permissions to access this report have been changed from Maintain Agency Payments to Divide Commission for this Agency. All users who can divide commission can now access this report from the Tools Menu.

WRITTEN COMMISSION REPORT – Report Modification – The permissions to access this report have been changed from Maintain Agency Payments to Divide Commission for this Agency. All users who can divide commission can now access this report from the Tools Menu.

SUMMARY PAGE

Staff Message > This screen has been redesigned to allow you to select a contact (not compulsory) related to this message or to easily record a message for another staff member. When recording a message to another staff member the Message received from will default to the user logged on and you can select the staff member to receive the message from the drop down box in the Message To. Alternatively you can add a new contact or select an existing contact if the message is from another person. The message will be displayed on the summary page of the staff member selected in the Message To when the record is saved.

Once a message has been attended to it can be deleted by highlighting the record in the grid. You will be given the option to Delete (will be permanently removed from database) or Archive (will be available on staff card) the message.

Note: Messages retained on the staff card can only be accessed by users with role permission that allows them to view/add/edit staff. Messages retained in the Staff Record can be viewed or permanently deleted by users with this permission.

Open House/ Showing Entry > If the contact already exists in the database and has current residential buyer requirement/s the details of the buyer requirement with the most recent date will be displayed in the buyer requirements area of this form. If the contact has more than one requirement additional requirements can be viewed using the View Contact button.

Note: This feature is not currently available for commercial and rural buyer requirements.

Open House/ Showing Details > Contact Notes and details of contacts who have inspected the listing/listings can now be edited in this screen by double clicking on the selected record.

CONTACT

Contact > General – Name and details – When entering a contact the Name on letters field will default to the first given name of the contact/s (e.g. Given Name - John Richard , Name on Letters – John). The option for both given names can be selected from the dropdown if required.

Contact > General – Sales Staff – Contacts without a Sales staff attached are considered to be global contacts and can be viewed by all users able to view contacts. Edit permission depends on Role security – users who can edit their own contacts can edit global contacts

Contact > Notes – The contacts notes tabnow auto fills the name of the logged in user plus the date and time of the entry. If additional information is not added to the auto filled information nothing will be saved in the notes tab for this entry when the contact is saved.

Contact > Communication - The system now records emails, SMS and mailmerge activities for each contact. Details kept are the date, time, method of communication, the staff member performing the communication.

Note: All Email, Mailmerge, SMS activities sent to the contact are recorded against the contact card.

Contact > Print – Contact Card – A new print option has been added to the individual person or company contact card to allow you to print the details of the selected contact.

Contact > Email HTML strip List – A new option has been added to allow you to email a contact (or group of selected contacts) an HTML strip List of selected listings. This feature is available from the Actions menu in contacts or by right click option in the contact grid. You have the option to choose the listing to be included and send either as a HTML strip List of as an attachment in PDF format.

BUYER ENQUIRIES

Buyer > Enquiry – Before saving the buyer enquiry this form requires you to untick the option for

Accepts Email Alert – if the contact does not have an email address entered

Accepts single new listing information by – Email – if the contact does not have an email address entered

Accepts single new listing information by – SMS – if the contact does not have a mobile number entered

Buyer > Advanced Search –you now have the option to delete records from the grid before exporting to Excel or mailmerging.

Rural Department > Contacts > Buyer Enquiries has now been included. Buyers and their requirements can now be entered into the Rural Department to allow matching to all Rural Listings.

LISTING ENQUIRIES

Rural Department > Contacts > Listing Enquiries has now been included. This feature allows you to record all enquiries that are made on your rural listings. The enquiries can be exported to excel and also are recorded against the individual rural listings Properties > Listings > Listing Enquiries Tab.

AGENCY CLIENTS– New filters have been added to the Agency Clients grid. Clients for selected Staff (or all staff) where the staff member is attached to this client type as either the Primary contact or secondary contact can be filtered.

Note : Client type Potential Seller refers to Current Appraisals.

PROPERTIES

COMMERCIAL

Properties > Listing History - Commercial Lease History & Competitor Lease history – New items have been added to record when a property is leased or to add competitor properties for lease.

APPRAISALS

Appraisals > General - Department – You are now able to change the department of an Appraisal if you have entered the Appraisal in the wrong department. The department can only be changed to another department of the same category (e.g. residential to residential, commercial to commercials or rural to rural). If you have entered an appraisal in the wrong category you will need to withdraw the appraisal and re-enter both the property and appraisal.

Appraisals > Notes - The appraisal notes tabnow auto fills the name of the logged in user plus the date and time of the entry. If additional information is not added to the auto filled information

nothing will be saved in the notes tab for this entry when the appraisal is saved.

Note: Information entered in the appraisal notes tab will not be carried over to the listing.

LISTINGS

Listings > General – New fields

Vndr Motivation – This field will be used in the Performance Tracker module soon to be released

Team Valuation - This field will be used in the Performance Tracker module soon to be released

Listings > Advertising > Web Details – This page has been rearranged and has combined the links page

External ID – This is now a searchable field in the Search in option at the top of the grid.

Listings > Notes - The listing notes tabnow auto fills the name of the logged in user plus the date and time of the entry. If additional information is not added to the auto filled information

nothing will be saved in the notes tab for this entry when the listing is saved.

Listings > Brochure Sent – This feature records the date, time and email address of brochures sent regarding this listing.

COMMERCIAL

Listings > Property Details Tab – The property details tab has now been added to the commercial listings

Listings > Advanced Search – The advanced search tab has been added to the search grid for Commercial Listings

CONTRACTS

Contracts > General - Department – You are now able to change the department of a Contract if the Listing is sold by another department of the same category. The department can only be changed to another department of the same category (e.g. residential to residential, commercial to commercials or rural to rural). Note: If you do not change the department of the listing it will remain in the original department.

Contracts > General – Published sold price –A new field published sold price has been added to this page. The upgrade will auto fill this field with the Sold Price for all current/settled and cancelled contracts. When entering new contracts you are required to enter a published sold price before the record can be saved. In a few weeks times we will be changing the portal upload feeds to send the Published Sold Price as the Sold Price to all portals so please ensure that the Published sold price you are entering is the Sold Price that you wish to send when uploading to the portals (the price entered in this field must be at least $1.00). You will be notified prior to the change to the uploads commencing however until this time the Sold Price field will still be sent.

Contracts > General – Vendor details – This feature allows you to view and/or edit the vendor details. Please note changes made to the contact will NOT change the information in the Vendor Name field on the Contract > General tab or the Names field on the Listings > General tab.

Contracts > Accounts – 5 Additional Sundry Charge boxes have been added to record additional charges to be recovered at settlement. To add Sundry charges for selection in the drop down menu go to Administration > Setup > Setup tables – Sundry Charges.

Contracts > Accounts – now displays the Trust and IBD balances as well as any Discount/Write off information .

Contracts > Accounts – Print Advertising Statement – You can now print the Advertising Statement from the Contracts > Accounts page.

Contracts > Accounts – Print Advertising Invoice Statement – You can now print the Advertising Invoice Statement from the Contracts > Accounts page.

Contracts > Notes - The contract notes tabnow auto fills the name of the logged in user plus the date and time of the entry. If additional information is not added to the auto filled information

nothing will be saved in the notes tab for this entry when the contract is saved.

ADVERTISING

Vendor Invoices – Advertising Discount/Write Off – New Feature - See detailed notes on page 2 of these upgrade notes.

Actions > Record Advertising –Whenusing this functionthe grid has been rearranged to display the date advertised on the top line for each entry and the Vendor invoiced check box, Vendor Notes and Internal Notes on the expanded line.

TRUST ACCOUNT

Accounts > Sales Deposit Payment – Now displays additional Vendor Account details.

Accounts > Sales Deposits > Transfer- A new feature has been addedto the transfer journal function to allow you to transfer Up Front Vendor Contribution held in Trust from listing to another.

ADMINISTRATION

AGENCY SETTINGS

Department > Sales Settings >Listing Settings - Marketing – Email Alert Subject – A new field has been added to allow you to enter your own Email Alert Subject (currently defaults to New Listings) when using the Email Alert feature for automatically emailing each night a strip list or HTML brochure to buyers who match new listings.

Department > Sales Settings >Listing Settings - Enable Email Alert – To enable or disable this feature please log a support call on www.multiarray.com/support.

Departments >Email Alert Settings - under development

Departments > Integration Settings – under development

STAFF

Staff > Details –The Staff Imageis displayed on this pagehowever Staff Images are now attached from the new Staff > Images tab. Although multiple images can be attached the first image is the image displayed on the Staff > Details page and it is this image that is used for uploading to websites. Alternate images are only available for use on MultiArray hosted websites.

Staff > Roles and Security – Team Members - allows you to choose a list of other staff members who are in your ‘Team’. For a personal assistant you would choose the staff for which they act as PA as Team Members, whereas for a sales team member you would choose the other sales staff that make up their team. The new security permissions allow sharing of data in offices where sales staff work as part of a team or sales staff have personal assistants

Staff > Web Details – ReiD – only applicable for New Zealand clients.

Staff > Web Details – Web Category – the selection comes from the Staff Web Categories in the Set-Up Tables and is used only for MultiArray hosted websites. The Web Category (e.g. Principals, Sales, Property Management, Administration) allows you to group staff under a selected category and determine the order of each category and then by staff display order on MultiArray hosted websites only.

Staff > Entitlements – Part Time Staff – a new method to cater for calculating leave entitlements for part time and permanent part time staff by hours worked has been introduced. You will need to make the following adjustments for all permanent part time and part time staff BEFORE your next pay run

1. Ensure that the normal number of working hours per week for your agency is entered under Administration > Agency Settings > Agency > Wages and Working conditions – number of working hours per week(e.g. 38). This will be the basis for working out the entitlements for part time staff based on full time equivalent

2. Enter the normal no of hours worked per week for the part time employee

3. Enter an hourly rate

4. Ensure that the periodic payment line for wages DOES NOT have an amount entered but does have the required tick boxes selected for taxable, super payable etc

5. Work out outstanding leave entitlements in hours for all part time staff up to the last paid to date

6. Add a new line to the leave entitlement grid entering full time equivalent for all part time staff (e.g. 152 hours annual leave and 76 hours sick leave for a standard 38 hour week) and the hours left calculated from 5 above. The effective date will be the day after the last paid to date for the staff member.

Staff > Print – Staff Card - allows you to print the details for the selected staff member. The staff card displays personal details of the staff member plus wages, commission and superannuation details.

Staff >Actions > Budget & Actual – When setting budgets for sales staff a new option has been included to allow you to select financial year or calendar year for setting performance targets.

ROLES

Staff > Roles > Permissions- 4 new permissions have been added under the Administration permission. The Office Administrator role permissions cannot be changed however the Office Administrator can add/remove permissions for 1 & 2 below for other roles.

1. Can maintain property photos and floorplans - Allowed by default for all roles

2. View agency audit trail history report – available from the Tools menu – Allowed by default for Office Administrator only

3. View staff performance tracking report – coming soon

4. Can access the staff performance tracker – coming soon

SETUP TABLES

Setup > Setup Tables – Three new items have been added to the set-up tables

1. Staff Web Categories – only applicable to MultiArray hosted websites. Allows you to group staff for website display purposes under defined headings (e.g. Principals 1, Sales Staff 2, Property Management 3 etc).

2. Window Display Screens – see below

3. Window Display Playlist - Allows you to select listings, staff etc in customised templates for screen window displays. For further information on this feature please email contact@multiarray.com

PAYMENTS

Payments > Wages Payments – Part Time or Permanent part Time employees – Ensure that you have completed the one off adjustments required under the Staff section of these upgrade notes. When processing wage payments for part time or permanent part time staff ensure that the correct payment type is displayed.

The number of hours for the pay period will default to the Hours per week worked for this employee entered in the Administration > Staff > Staff settings > Entitlements > General page.

You will need to change the hours if this part time employee has worked additional (or less this hours) this pay period. Hours worked will also need to be decreased by the amount of sick leave or annual leave taken this pay period (or adjustments from previous pay periods).

Payments > Wage Payments – Actions – After Tax Deductions –You can now select After Tax Deduction payment records for a particular pay date or pay date range. The information displayed in the grid can be printed or exported to Excel. Note: This function uses the actual paid on date.

ADDITIONAL NOTES FOR USING THE DUPLICATE CONTACT FEATURE

This module will assist you to find all duplicated contacts in the data base and combine the activities and other associates from the duplicated contacts to the ‘original’ contact.

Instructions:

1. This module can be found under ‘Tools’ in the top menu bar and is only available to roles that have the permission to ‘Maintain Agency Security Settings’

2. Due to the amount of processing time that may required for the entire process for large number of contacts, users can process duplicated data by surname range to minimize the possibility of system time out.

3. When the search button is triggered, the system will find all ‘Duplicate Contacts’ in the database within the selected surname and company name range.

4. If a Duplicate contact is found, the system automatically assumes the ‘Oldest’ contact is the ‘Original’ contact (Active Since Date)

5. The system will assume the contacts are ‘Duplicates’ if:

The surname is identical and the mobile numbers or email addresses or home numbers or work numbers are the same.

When a ‘Duplicate’ contact is found, the system sets status to ‘Keep’.

You must manually change the status from ‘Keep’ to ‘Duplicated’ if you want the system to combine the Duplicate contacts to the ‘Original’ contact.

6. The system sets the contacts as ‘Doubtful’ if:

The mobile numbers or email addresses or home numbers are the same but surnames are not the same.

You will not be allowed to change from ‘Doubtful’ status to other status.

To manage ‘Doubtful Contacts’, you must firstly edit the contact surname by opening the contacts form using double click at the row of the contact. Then click on Search again. The contact status should be changed to ‘Keep’.

7. You can double click each row of the grid to edit the contact.

However, you must click on Search again in the grid before the grid will be refreshed.

8. By clicking the ‘Fix Duplicated Contact’ button, the system will

a. Keep the ‘Original Contact’

b. If the duplicated contact staff differs from the Original Contact staff, the system will add that staff to the original contact staff grid.

c. All Activities will now be attached to the Original contact.

d. All buyers enquiries and listing enquires etc will be combined to ‘Original’ contact.

e. If the Duplicated contact is a Vendor, purchaser or property owner, they will be grouped to the Original contact.

f. All contact notes will be sent to the Original contact

g. The ‘Duplicated’ contact status will be changed to ‘Inactive’.

There will be no enquiry details attached to the Duplicated contact.

Contact address will remain with the duplicated contact you will need to update the address of the original contact to the correct address

Additional phone numbers with the Duplicate contact will not be transferred.

Contact groups will not be transferred to the Original contact

There will be no ‘Associations’ for the contact.

There will be no activities attached the contact.