1.2 - Create New File, Reps and Referred, Real Estate Agents and other Settlement Agents

* Before entering a new file do a search to make sure the property has not already been entered.

Enter a New File

In the Home screen, select Create New File. This will now Auto generate a file number, you then allocate the file to the Conveyancer.

If the property is a Lot/Unit/Villa select this dropdown, select the type of property (press TAB after each entry), then enter the number. Now enter the street number, the street name, the type of street, then the Suburb. Press Tab after the suburb and the postcode will automatically generate. Tab again and the Property Address field will come up.

Add the Seller/Buyers Names - you can enter the names as surnames only, e.g., Smith only, or Smith, T J & CK (with initials) or all the surname and Christian Names in this field. The Surnames information in this field is used for searching files. Entering the Initials only can make Searching in this field will be much easier as your database increases, but you can enter the full names if you prefer. This field will come up in the Re: section of your letters and statements.

Ticking the First Home Owner section will forward this information through to your Letters, Statements, Duty Rate, etc. If uncertain, leave to amend at a later time.

File Location can be: Where the file is: This Dropdown has, Document Preparation, Archive Box numbers, 6 week searches, Funds held in Trust Cabinet, etc. You can Add additional entries to select from the Administration, Lookups and select File Location, see Video 5.4.

In the Title Held by – Press F1 and select the Bank or if Title held by Seller.

Location Name – is set-up for those few Certificates of Title where the location and number are shown on the Title and therefore must be shown on the Transfer of Land document.

Enter the Lot, Plan and Title details and tick if the Title is a non-issue Title. Ticking the “Non issue of Title” field comes through to areas such as the Settlement Instructions.

Development Name – is used for larger subdivisions and strata developments. E.g. Can be Ellenbrook Stage 1, then Ellenbrook Stage 2. To add a Development, go to “Administration”, “Lookup”, then add the Development Name. This enables you to generate Reports for the File Status of Developments. Can also be used when opening a new file for a Developer (with their Seller only details) that will need an Application lodged, i.e. Lots 101 to 305 Ellenbrook Stage 1.

At a later time, if you have amended the information in the Property Details screen, then afterwards press the “Refresh” button beside “Prop Addr” to update the new information.

Reps and Referred

If a Reps name is available and they have been linked to a Real Estate Agent, select the Rep Code, by pressing F1 to search for the Rep, select and add into the field. If no Rep, but there is a Real Estate Agent, select Company Code, press F1 to search for Agent and select to add into the field.

To Add a Rep, go to Sales Reps. Press Add, Enter a Reps Code, enter the Reps Name and any contact details (mobile, email), then in Company Code, Press F1 and search for the Real Estate Agency, then select, you have now connected the Rep to the Real Estate Agent. When you enter the Reps Code in future, the REA information will be automatically linked and the information will also automatically be entered in the following screens for Agent Details.

Adding the mobile and email address of Reps, Referrers and Real Estate Agents information will allow a direct link to the sms/email to contact with these parties, this is an option that will be covered in detail later in Video 5.2.

The Referred By is for those parties who regularly refer clients, this can be your Website, Finance Broker, Previous Client, Banker, Local Support Group, friend, etc…

Select the Referrer by pressing F1 in the area, search for the Referrer and select.

To Add a new Referrer, go to Referred By list, press Add, enter a Code for the Referrer, their name, the Company that they are linked to and any contact details.

Both the Reps and Referred by information are brought through to various Reports.

If the details for the Real Estate Agent were not brought from the previous screen, enter the Reps name (if you have one) Then select the REA from the Company Code area as per previous searching.

Enter the other Settlement Agent acting for either the Seller or Buyer by searching again by pressing F1 in the Company Code area.

Add a Real Estate Agent

Go to Third Parties, select ADD, enter a Company Code (SettsPlus will advise you if the Company Code is already in use, if so, select another code – suggest you use four alpha and two numeric), use the dropdown to select Real Estate Agent. Enter the Company name and their details (including Phone, Fax, Email) then press OK.

Add a Settlement Agent or Lawyer

Go to Third Parties, select ADD, enter a Company Code, use the dropdown to select either Lawyer or Settlement Agent. Enter the Company name and their details (including Phone, Fax, Email) then press OK.

Note: The Sub Agent area is for those Settlement Agent’s who use an outside service or a country agent who forwards their files through to another agency to complete their settlements.

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