Table Look Ups

The Table Look Up feature can be used to add more detail regarding the data that you enter for certain fields.  For example, conditions on transactions can be set up to include more detail, such as the type of condition; Financing, Inspection, Water Test, etc.

Please note that the system will only validate a particular field if you have defined at least one entry for that field.

The following is a list of some of the Table Look Up’s and a description of how they are used:

Demographics

The information configured here will help you to keep track and print reports based on the demographic data of sellers and buyers. For example, Age Bracket will create a report illustrating the age breakdown; Experience will help you to track the first time home buyers and Business source will show you how your company’s business is generated such as referrals, advertising or other.

Managers

Tier – allows users to define various levels of Manager Overrides allowing a team of managers to be configured and applicable manager team reporting.  These labels will appear on the D1 format of the Transaction Record Sheet.

Assistant– Allows users to define the assistant and provide Assistant Commission Statement, which can either be printed during the closing process or also can be found on a closed transaction under the Documents Tab.

Notes

Action Notes: These can be used to record and track any specific notes regarding the transaction when you print your Start of Day reports.  For example, a reminder that this Agent has a garnishment from the government or that they have an advance processed. Action Notes can be attached to Agents, Resources and Transactions.

Referrals- Allows the user to set up various referral sources for tracking.

Trade Codes

Transaction Type: Examples of a transaction type are referrals, appraisals, leases, commercial leases, relocations, new home, sales and commercial calculation.  The program comes with these values and ONLY the descriptions can be modified if required.

Trade User Codes 1 – 5: These are used for validating the five User Defined Fields on the Main Transaction Screen.  You may set up descriptions for these fields in the Change Company Profile function, but it is through Table Look Ups that you can define the values for these fields.

Conditions:  Conditions must be created here first – they cannot be added “on the fly” like many of our other data entry fields.   The Condition field on the Transaction file is used to record and track the type of condition. The system only allows you to use 1 character alphanumeric code in the Value field, for example, ‘F’ for conditional on financing, ‘I’ for conditional on inspection, ‘S’ for conditional sale of buyer’s property, etc.  The description field can be used to enter the full name of the condition, “Inspection”, “Sale of Buyer’s Property”. This field can then be used to run reports for all transactions with a particular condition.  Please note that when you set up a new company, the system automatically sets up conditions ‘N: Not Firm’ (if the transaction is conditional) and ‘Y: Firm’ (if the transaction is firm). The FIRM option MUST not be changed.

Note: If you enter a Value Field with more than 1 character user will receive the error “Value is to big for property ‘condition ID’, therefore user must enter 1 character only.

In order for your new entries to appear in the drop down menu when entering a transaction, you must refresh the program by exiting and relaunching. Any previously entered Condition Values exceeding 1 character will not show on the Condition Value drop down menu. Any changes attempted to be made to this Condition value (other than reducing it to 1 character) will not save.

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