Estate Agent Pro Enterprise

Properties Screen

Properties Screen

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Properties Screen

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The properties screen is where all details relating to properties can be recorded including vendor details, communications, images, property particulars, chain flow, viewings, offers, sales and matches against applicants. By default all active (non-archived) properties are displayed.

 

Properties Screen Properties Screen

 

PropertiesScreen

 

See How do I add a property?

 

This screen can be broken down into three primary areas.

 

List of Properties List of Properties

 

PropertiesScreenPropertiesList

By default this grid contains a list of all active (non-archived) properties. By means of the buttons on the toolbar at the bottom left of the grid, properties can be added Add Button, deleted (archived) Delete Button, saved Save Button, cancel any changes Cancel Button, have information displayed Information Button and be filtered on Filter Button.

 

To search for a specific property any part of the address string can be entered in to the search field, which is case insensitive. Once entered either press the enter key or one of the search buttons: view search from beginning, view_next search for next occurrence of the search string or view_previous search for previous occurrence of the search string.

 

See How do I filter properties? for an example of using the filter button.

 

You can also move between properties by clicking on the property or using the progressive search facility. For example if, when the grid is focused, you press the 2 key it will move to 2 Magdalen Road, if you then press the 5 key it will move to 25 Green Road and so on.

 

Clicking on the information Information Button button will display a popup window which is shown on the right which corresponds with the coloured blocks shown against each property.

 

The tabs at the top of the list are different ways of displaying the list. The default is by address and that is the one shown. The other 3 are by vendor name, property reference and street. They are purely used as different search mechanisms. e.g the vendor is on the phone and just gives you his name!

 

 

Status Legend

Property Tab Property Tab

 

PropertiesScreenPropertyTab

 

An explanation of each of the areas is given below. For help on adding a new property please refer to How do I add a property?

 

PropertiesScreenBasicInformation

 

The main image is displayed by default. Images can be scrolled using the navigation bar beneath the image.

 

The Ask Price is the price the vendor wants the property marketed at.

 

The branch selling/renting the property (cannot be changed). This is the branch that added the property to the database.

 

Indicates whether or not the vendor has to sell this property in order to purchase another.

 

Select the Negotiator dealing with this property from the drop down list.

 

The default is configurable by your system administrator. Select Sale or Rent from the drop down list. Input fields are added/removed dependent on the selection.

 

The status of the property (cannot be changed here).

 

Select the appropriate council tax band.

 

Indicates whether the property is vacant or not.

 

To change the property address click on the button on the right hand side of the address. This will display the Address Details screen where the new address can be entered. See the Address Screen for further information.

 

Local authority applicable. The default is configurable by your system administrator.

 

The price details that you wish to appear in property particulars, reports, your website and property portals. In the example given the price details will show in reports as "OFFERS INVITED ABOVE £895,000". See How do I use price qualifiers (POA,OIRO. etc...)? for further information.

Accommodation (Summary)

 

Enter the number of bedrooms, bathrooms, etc. that the property has.

Property Classifications

 

Property classifications are configurable by your system administrator. Up to ten classifications can be defined.

 

An entry must be completed for each classification. This is mandatory once the property becomes available.

PropertiesScreenAlarmKeyDetails

 

The Key/Alarm Details panel is initially collapsed for security purposes when the screen is first opened. If you hold keys for a property then the relevant information can be entered here. The alarm code will be masked, to display it, double click on the Code box.

PropertiesScreenPropertyNotes

 

Enter any other relevant notes applicable to the property. Vendor notes can be added under the Vendors Tab.

 

The btnExpand button can be used to undock (expand) the panel to make it easier to see larger notes although it is recommended that these notes are kept to what can be seen by default.

PropertiesScreenDatedNotes

 

Date related notes can be entered here.  See How do I use the navigation buttons? for further help on the navigation bar.

 

The btnNavDiary button can be used to enter the note entered into the diary on the date entered.

 

The btnExpand button can be used to undock (expand) the panel to make it easier to see multiple entries.

 

Clicking on the Applicant button will display the Copy Dated Note screen allowing you to select the applicant you want to copy the dated note to. If there is an associated applicant he/she will be automatically selected. The copy of the dated note can be amended before saving.

 

By default dated notes cannot be changed.

 

Ribbon Bar Ribbon Bar

 

PropertiesScreenRibbonBar

 

The following screens are available directly from buttons on the ribbon. Clicking on the respective button will jump to the help screen for it (if applicable).

 

Click to display the Applicant/Property Matching screen

Opens the Matching Screen where you can specify a combination of options for running the match. These options include: new applicants, previously matched applicants, only those belonging to a negotiator and applicant statuses. Once the options are set, the match is run against all the applicant records in your database, matching their criteria with the property, unless they are excluded by the options set. Once the matching is complete the Applicant/Property Matching Screen will be displayed where you can choose to communicate the results of the matching process to the applicant by text, email or letter.

Click to display the Offers screen

Offers made against a property are entered here. Facilitates the entry of multiple offers by multiple applicants. The colour of the star will indicate the status of the most recent offer. Grey - None made, Yellow - made, Green - Accepted, If the property is for rent this button will be disabled.

 

See the Offers Screen for more information.

Register Button

Provides an easy means of registering the current vendor as an applicant without having to fill in all of the details again. The applicants screen is then opened at their entry so that you can complete the other details.

Click to display the Clone Property screen

Provides the ability to clone (copy) the current property as a new property. This is particularly useful in new build situations where several similar properties are for sale.

 

See the Clone Property Screen for more information.

btnPortfolio

The portfolio screen is designed to be used when seated at a screen that is visible by an applicant or vendor. When invoked from the property screen only the current property will be displayed. There is an interface to Google Maps so that the location of the property can easily be seen. See the Portfolio Screen for more information.

Click to display the New Communications Screen

Opens the letters screen where you can send predefined letters to the vendor by either text, email or post. All letters sent are saved and are accessible by clicking on the Draft & Sent Letters button.

 

See the Communications Screen for more information.

Click to display the Draft & Sent Communications Screen

Provides details of all communications previously sent to the current vendor. Communications can be resent from this screen.

 

See the Customer Communications Screen for more information.

Click to display the Contacts Screen

Displays a list of all contact details for this client including those of the purchaser (if applicable) and their solicitor if relevant. There are also tabs on the screen for sales chasing, central notes and chain flow.

 

See the Contacts Screen for more information.

Click to display the Google Maps screen

Opens the Google Maps interface with the focused property displayed. There is an option to show all other properties.

 

See the Google Map screen for more information.

Click to display the Images screen

This is where all images related to the property can be loaded. They can also be edited, re-sized, etc.

 

See the Images Screen for more information.

Templates Button

Two types of property templates can be defined and generated from within Estate Agent Pro. There can be an unlimited number of these. EAP Templates are internal and quicker to generate. Word Templates use Microsoft Word and are much slower to generate as Microsoft Word has to be loaded. Both types can be stored against the property as PDF's so that they can be easily attached when communicating with new applicants. Stored templates can also be viewed and maintained here. See the Stored Templates Maintenance Screen for information on maintenance. A new Microsoft Word stored template can be created as follows:

 

1.Select the property that you want to work with.

2.Click on the Templates button.

3.Select Word Templates and then select the template that you want to use.

4.Once the template has opened and merged the property data into it, click on Save & Exit on the floating toolbar.

5.Give the template to be stored a name, by default it will be given the name of the tempate that you used, but this can be edited or completely changed.

6.Once the template has been saved, it can now be opened as a PDF file and printed. To open it for printing go to: Templates>Stored Templates.

Click to display the Chainflow screen

The up and down chains can be recorded here for properties under offer and sale agreed. The current property and the purchaser are automatically added.

 

See the Chain Flow Screen for more information.

History Button

Various Historical data can be displayed from this drop down list.

PropertiesScreenHistoryOptions

Displays the Advertisements Screen where adverts placed in newspapers can be recorded.

Displays a list of applicants who have viewed the current property.

Displays the Event History Screen associated with the current property including items such as matches, viewings, offers, sent communications, etc.

Opens the Matches Review Screen where all open matches for the current property are displayed.

Generates a report which can be printed of all price changes recorded for this property.

Click to display the Sales/Rental screen

Displays the Sales Status Screen for the current property where the property's status can be changed and details relating to the sale can be recorded.

 

See the Sales/Rent Status Screen for more information.

Click to display the Viewings Screen

Opens the viewing screen for the current property displaying a list of all viewings made and the status of them. Existing viewings can be updated and new viewings can also be entered. Offers can also be added from this screen.

 

See the Viewings Screen for more information.

Uploadable Button

If all information has been correctly entered this flag will be green. If it is red, clicking on it will list the reasons why it is not uploadable to your website and property portals. If it is amber the property is still uploadable, but with factors that you should be aware of. Please click on it for details.

Buying Thru Us Button

This is purely an indication of whether or not the current vendor is also buying a property through you. If they are, this button is enabled and clicking on it will open the Applicants Screen for them.

Purchaser Button

This is purely an indication of whether or not a purchaser is assigned to this property. If one is, this button is enabled and clicking on it will open the Applicants Screen for them.

 

Information on the other tabs on the properties screen is available here:

 

Advertising Tab

EPC Tab

Lease Tab

Particulars Tab

Survey Tab

Valuation Tab

Vendors Tab