Creating Resources

Create a library of your company’s resources that are categorized by External Agents, Brokers, Buyers/Sellers, Attorneys, Advance Companies and Miscellaneous.  Basically, anyone who does not work in your brokerage can be classified as a Resource.

To add a name as one of the Resources, select Resources from the Set Up menu.

Click on the category to which this name belongs.  Click the New Icon and complete the required fields. The mandatory fields are flagged by an asterisk (*), but remember that the more information you enter here, the more time it will save you later.

When creating or modifying transactions, always check the applicable resource list first (Buyer, Seller, etc.) to see if that contact already exists in the database.  If it does, you can add it to the transaction by double clicking on the highlighted name.  If that particular resource does not exist, you will need to add it as instructed above.

Most of the fields are self explanatory.  However, below is a brief description of the fields that may require more explanation.

Depending on the Resource that you are creating, the screen may change slightly with mandatory fields.

The Fields of the Resource Set Up MenuThis value will auto-generate when a new resource is created.  The values can be translated as follows so that if you need to cross reference the name in Commander Back Office to the Other Names list in QuickBooks®, it will be more identifiable.

Advance Companies 

Attorney or Title Companies

Brokerages

Buyers or Sellers

External Agents

Escrow or Title Companies

Miscellaneous

Mortgage Companies

Pest Control

Payee – This field is used by the system if any checks/cheques are to be issued for the particular resource.  This field indicates if the system should make the checks/cheque payable to the resource ‘N: Name’ or ‘C: Company’.  You can use the drop down menu to select the appropriate option.  If Payee = Name, then the First Name & Last Name are mandatory fields, if Payee = C, then the Company Name is the mandatory field.

Address – Enter the street number and name

Unit No – Enter the suite number, if applicable

SIN/SSN – Enter the Social Insurance Number or Social Security Number, if applicable, for the resource.  Please note that if there is no value entered in this field when generating an interest check/cheque for the Buyer, you will be prompted when closing if you still wish to issue the interest check/cheque or not.

Tax – Enter the tax number, if applicable, for the resource.  For example, if the resource is a Brokerage in Canada, you would enter their HST number in this field.  If HST is applicable for the particular resource, you must enter the HST number for that resource.  If no HST number is entered, the system will not calculate HST on transactions for that resource.  (Tax amounts can be manually overridden on any particular transaction).

Payee – This field is used by the system if any checks/cheques are to be issued for the particular resource.  This field indicates if the system should make the checks/cheque payable to the resource ‘N: Name’ or ‘C: Company’.  You can use the drop down menu to select the appropriate option.  If Payee = Name, then the First Name & Last Name are mandatory fields, if Payee = C, then the Company Name is the mandatory field.

If the brokerage also collects GST/PST/QST, then you will also enter this number in the appropriate field.  Absence of this information may result with an incorrect tax calculation.

 Reset Accounting ID – This button should only be clicked if you receive a conflicting ID error when integrating to QuickBooks®.  The error indicates that there is a problem with the ID assigned to any resource used in the transaction and appropriate entries to QuickBooks® will NOT post as expected.  The easiest way to fix this problem is to reverse the transaction and re-close it once you have Reset Accounting ID for the specified resource.

  Integrate as Vendor for 1099  is only available for Brokers and Seller/Buyers resources.  By initiating this functionality, through the closing process, it will post applicable resources to the Vendors list in QuickBooks® rather that its existing Other Names list.

 Editing Resources

To edit the information stored for a resource you need to access the Resource File.  This can be done two different ways.

First, you can get to the Resource file through Set up Menu.  Follow the steps below:

  1. Select option Resources from the Set Up  menu.  A second drop-down menu will appear listing the different resource types.
  2. Select the type of resource you are editing.  A list of all existing resources of the selected type will appear in alphabetical order.
  3. You can click in the Lookup field and start to type the last name or company name of the contact you wish to edit.
  4. When the resource is highlighted, click on the Edit icon.
  5. Tab to the field(s) you wish to make changes to and enter the necessary data.
  6. Make sure to save your changes by clicking on the Save icon.

The alternative way of editing a resource is from the transaction screen.  Follow the steps below:

 From the Transaction screen that involves the particular resource you wish to edit, double click to retrieve that transaction

  1. Beside the resource you wish to edit, click on the Lookup icon.  You will be taken to the resource screen for that particular resource
  2. Click on the Edit button
  3. Tab to the field(s) you wish to make changes to and enter the necessary data
  4. Make sure to save your changes by clicking on the Save button
  5. Click the ‘X’ to return to the Transaction screen you started at.

Deleting Resources

To delete a resource in the database, please follow the steps noted below, please note that if this particular resource has already been attached to a closed or voided transaction, you will NOT be able to delete the resource.

  1. Select option Resources from the File Maintenance drop-down menu.  A second drop-down menu will appear listing the different resource types.
  2. Select the type of resource (External Agent, Broker, Buyer/Seller, Attorney, Advance Company or Miscellaneous) you wish to delete. A list of all existing resources of the selected type will appear in alphabetical order.
  3. You can start to type the last name or company name of the contact you wish to delete and once highlighted, click on the Delete button.
  4. You will be prompted to with the following message, “This action will remove the selected record from database, Do you wish to proceed?”
  5. Click OK if you wish to proceed OR Click Cancel to cancel the deletion.

 

 

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