sales listings & reports · the sales property module in gateway is only available if you...

Sales Listings &

Reports

Last updated: 02/04/2017 of 28 Copyright © 2017 Console Group. All rights reserved.

Contents CREATING A NEW SALES PROPERTY .................................................................................................................................. 2

Property Tools.................................................................................................................................................................... 9

Creating a New Appraisal ................................................................................................................................................ 12

Setting up Portal Push in Console Connect ........................................................................ Error! Bookmark not defined.

Weblink Wizard................................................................................................................................................................ 13

Uploading Properties ....................................................................................................................................................... 13

PROSPECT MATCHING ..................................................................................................................................................... 15

Creating a New Prospect ................................................................................................................................................. 15

Using the Requirements Tab ........................................................................................................................................... 15

Matching Requirements .................................................................................................................................................. 16

SOLD WIZARD .................................................................................................................................................................. 17

SALES REPORTS ................................................................................................................................................................ 21

Reports From The File ...................................................................................................................................................... 22

Property brochure report ................................................................................................................................................ 22

Sale Properties List .......................................................................................................................................................... 23

Sales Property User Reports ............................................................................................................................................ 25

Stock Lists......................................................................................................................................................................... 25

Running User Reports ...................................................................................................................................................... 25

The Reports Menu ........................................................................................................................................................... 26

Appraisal Reports ............................................................................................................................................................. 26

Appraisals Converted To Listings Report ......................................................................................................................... 27

Listings to Contract Report .............................................................................................................................................. 27

Contracts to Settlement Report....................................................................................................................................... 27

Withdrawn Listings Report .............................................................................................................................................. 27

Sale Types by Manager Report ........................................................................................................................................ 27

CREATING A NEW SALES PROPERTY The Sales Property module in Gateway is only available if you subscribe to the Sales Server.

Sale Properties represent Listings and Appraisals. Sales property files detail advertising schedules, selling price and

seller's details, photos of the property, marketing text and inspection history.

Sale property files are non-transactional.

1. Click Sale Properties on the Gateway Bar and select New Sale Property from the actions menu - the Sale Property dialog box displays.


2. Enter a unique Reference to identify the Sale property.

NOTE The reference may be numeric or alphanumeric and is limited to a maximum of eight characters. A

consistent naming convention should be decided upon for all reference numbers. Stock numbers or Web reference numbers may be used. In the case of numerical references the numbers will increment

automatically for example 1001, 1002, 1003.

3. Sales details will be automatically populated when a Sale file is created for this property.

4. Enter the Address of the sale property by clicking on the Address button. It is important to enter the details

into the correct fields for mail merging.

NOTE The Hidden option will prevent the address displaying on property information uploaded to web portals.

5. File as is populated when Address is confirmed for the property, but may be changed.

6. Click Price to enter the sale price details for the property, for example Fixed price or Price range.

7. Click Outgoings to enter relevant outgoing information such as Body Corporate fees.

9. Click Inspect and enter the inspection details for the property, for example "Open for inspection Saturday

2:00 to 4:00pm else by appointment only".

10. Select the Type of property.

NOTE Options for Type are managed through Tools, Categories Manager.

11. Select a Zone for the property. This may represent a Farm Area or a particular Development.

12. Select the Sale type.

13. Enter the date on which the property was listed for sale.


14. Enter the Expiry date for the property listing.

15. You may insert images to view in the image box - click the picture icon button

a. Click New - the Find image dialog box appears.

b. Browse for the image you require, highlight and click Open.

c. The image will now appear under Secondary Images but may be dragged into the Main Image area or

the Floor Plan area.

d. Select from the following options as required:

Include in Weblink Wizard - ensures the image is included when using the WebLink Wizard.

Show on reports - ensures the image is available to be printed on reports.

You may enter a Name and Description to identify the image if you wish (for example, Name: 60 Mary Street / Description: View from road).

e. Repeat the above steps to attach additional images.

f. Select Tour to record an online URL for a virtual tour.

g. Select Close once you have inserted all the images you require.

NOTE Use the up and down arrow buttons to scroll through images, and the magnifying glass button to zoom.

16. Click Lister to display a list of sales persons and select the listing agent.

http://gatewayhelp.console.com.au/Tools/Weblink_Wizard.htm





17. Click Categories to assign categories that relate to the property for example, For Sale, Web Upload.

18. Select the Details tab.

19. To edit the list of available features select Add, enter a New Feature and click OK - the feature will now appear on the list of Available features.

20. Select a feature that applies to this Property and select the Add button in the middle of the screen to include

this feature in the list for this property. Continue until all features have been added to the list on the right.

The order in which features appear on the list may be edited by highlighting the feature and selecting Move

Up or Move Down.

NOTE Listed Features will only appear on the File Report for the Sales Property.

21. Select the Description Tab.


22. Select the Portal Push status for this property.

23. Headline and Description text are entered directly into these fields.

24. Text edit options appear on a toolbar above the description field. These options include font type, size,

alignment and colour; bullet points and spell check.

25. Details entered in the Bedrooms, Bathrooms and Parking fields are available for web upload and may also be

used as search criteria in Prospect Matching.

26. Description text will be displayed in the Property Brochure.

27. Select the Custom Tab. The tab will be named after the property type selected on the General tab, for

example, House.

28. Select the fields and enter information that applies to this property. (For more information on creating

custom fields see the Custom Forms manual).


29. Select the Owners tab.

30. Enter the owners' details by selecting an existing contact via the Contact button, or by entering the Owner’s

details into each field.

31. Select the Inventory Tab. The Inventory tab provides the opportunity to record ‘inclusions’ such as pool

equipment.


a.

Select the New button.

b. Select a room or area of the property.

c. Select an item from the default list or type the item name.

d. Select quantity.

e. Enter any additional information in the notes area.

f. Select Save.

g. Repeat for additional inclusions.

32. The Advertising tab displays a record of advertising expenditure – (For more information on Advertising see

the Sales Advertising manual).

33. The Actions Tab displays a record of all communication for this file – (For more information on Actions see the

Actions and Tasks manual).

Select the Weblink tab. Some Web Portals require specific information about a property, for example

realestate.com.au requires an energy rating to be displayed. Select the portal from the drop-down list and enter the

required details.


34. Click Save and Close.

PROPERTY TOOLS Various tools are available from the Rental Property Tools menu.

• Weblink Wizard - The Weblink Wizard enables you to upload details of a Rental Property or Sale Property to a web portal. Properties may also be uploaded to your own website as long as the required file format

matches one of the available third-party sites.

• Portal Push – Allows you to select the web portals you would like to upload this property to via Portal Push.

Portal Push uses the Portal Push Status field to set the listing status of Rental and Sales Properties. Before uploading Portal Push must be configured (See Portal Push instructions on myConsole).


• Match - The Match tool is a part of Gateway's Advanced Find functionality. When you select Match from the

Tools menu of the Sale Property, Look for is set to Contacts by default. The selected Sales Property's details

are automatically reflected in the Match tab after selecting Match. These requirements can however be

changed in the Match tab. On clicking Find Now, match will find and list Contacts that have Sale Property

Requirements defined matching those of this property.


• Auction – If the Sale Type selecting is Auction the details may be entered here. These details will appear on

sales reports and brochures.


• Advertising Plans – Select Advertising Plans to assign the agreed marketing plan for this property. (For more

information on Advertising see the Sales Advertising manual).

• Images – See attaching Property Photos.

• Sold Wizard – When an offer is made on the property, running the Sold Wizard will automatically create a Sale file with contract, buyer/seller and transaction information.

• Design – See Custom Tab.

• Log - Audit details are automatically attached to records as they are created and modified. Accessing the Log tool enables you to view the audit log for the current selected Property. See Log in Creating a New Owner file.

Creating a New Appraisal Follow the instructions for Creating a New Sales Property.

1. Select a Sale Type of Appraisal.

2. Allocate the Appraisal to the salesperson by selecting the Lister button.

3. Enter an estimated price range.

4. Allocate a Category of Appraisal.

5. Enter Owner details.


Note Generally only minimal property and Owner details are required for an Appraisal.

Weblink Wizard The Weblink Wizard enables you to upload details of a rental property or sale property onto the third-party

www.domain.com.au, www.realestate.com.au, realestateview.com.au, allrealestate.co.nz, and realenz.co.nz

websites directly from Gateway. Properties may be uploaded via the Weblink Wizard either one at a time or all at

once.

There are a few things that need to be prepared and checked before using the Weblink Wizard to upload properties

to the web.

Ensure all the information contained in the sale property has been completed. For example the price, property type,

the details tab (description) etc.

To upload to www.domain.com.au or www.realestate.com.au your office needs to be a current subscriber with user

codes and passwords. If you are unsure of your user code and password you will need to contact either

realestate.com.au or domain.com.au.

Uploading Properties

1. Select Send/Receive > Weblink Wizard from the Tools menu of Gateway's main window - the Weblink

Wizard displays.

2. Click Next to continue to choose sites to upload to.

3. Select the sites to upload to and click Next to continue to provide details to log into them.

http://www.domain.com.au/

http://www.domain.com.au/

http://www.realestate.com.au/




http://realestateview.com.au/

http://realestateview.com.au/

http://allrealestate.co.nz/



http://realenz.co.nz/





4. Enter details required for signing into each website you selected and click Next to continue to select the trust

account to upload properties for.

NOTE If you selected several websites, on clicking Next you will be presented with a request to enter log in

details for the subsequent sites.

5. Select either All Trust Accounts or the Current Trust Account only to upload and click Next to continue to

select the properties to upload.

6. If properties have been set up attached to a category and you wish to only upload properties with a specific

category, click Categories and select the category that you wish to upload (you will first have to confirm rental property or sale property and then select the categories).

7. To upload all properties listed (both rental and sale properties are listed) click Add All, but to only upload selected properties, for each property click in the Action column and select either Skip, Add or Delete.

8. Click Next to continue to view a summary before finishing.

9. Click Finish to perform the upload, once complete the Weblink Wizard will confirm if the upload was successful.

10. Click Close.

The properties are now uploaded to the websites selected. Once the data has been exported by Gateway it will be

up to your web provider when it appears on the website. Depending on web providers, some delay may be

experienced before the properties appear on the website.


PROSPECT MATCHING

Entering Prospect information into the Contacts database provides the ability to Match the prospect’s requirements

with available properties.

The matched list may be printed or emailed to the prospect.

Creating a New Prospect

1. Click Contacts on the Gateway Bar and select New Contact from the Actions menu - the Contact dialog box

displays.

2. Enter all known details for this contact such as name, address, phone and email.

3. The File as field updates automatically but may be changed.

4. Click Manager to assign an agent to the contact.

5. Click Categories and select the Category you have created to identify Prospects for example Prospects, Buyers, Potential Purchasers.

6. Click the Requirements tab and enter the Prospects requirements.

USING THE REQUIREMENTS TAB When entering Contact information for prospective purchasers or tenants, Gateway provides a requirement matching facility which searches available properties within the database.

1. Enter the purchaser or tenant’s information into the Requirements Tab.

2. Select Type (Sales Property or Rental Property).

3. Enter a Price Range – only properties that fall within this price range will be included as a match.

4. Select additional property requirements, Type of Property, Bedrooms, Car Accommodation, Furnished. Be

aware however that only properties with an Exact Match to these requirements will be included as a match.

5. Select required Zones or Suburbs.


MATCHING REQUIREMENTS 1. Select the Match toolbar icon or Tools, Match within the Contact record.

2. The details selected in the Requirements Tab will auto-fill the match dialogue.

3. Remembering that only exact matches will display, you may edit the details to widen your potential for

result. For example, if a tenant is looking for a minimum of 2 bedrooms remove the number of bedrooms

otherwise only 2 bedroom properties will display.

4. Select Find Now

5. Match will find and list available properties that match the requirements defined.

6. The Results may be viewed, filtered and printed.

Or

1. Select the Match button or Tools, Match within the Property record.

2. The details selected in the Property Type Tab will auto-fill the match dialogue.

3. Remembering that only exact matches will display, you may edit the details to widen your potential for

result.

4. Select Find Now

5. Match will find and list available prospects whose requirements match the details defined.

6. The Results may be viewed, filtered and printed.


7. Right click on the displayed list and select Customise Current View to add or edit fields. (For more information on customising views see the Customising and Defining Views manual).

SOLD WIZARD The Sold Wizard guides you through converting a sale property record to a sales record, so that trust transactions

may be made on behalf of the property.

The Sold Wizard is run when a contract has been signed and money needs to be receipted from the purchaser as a

sale deposit. It is not possible to process trust transactions against a Sale Property file.

NOTE In order to use the Sold Wizard the Buyer details must already exist in Contacts.

1. Take a Backup.

2. From the Sales Property view select the property.

3. Right click and select Sold Wizard.


4. Click Next.

5. The selected Property will be selected. The Property may be changed by clicking on the Property button and

using the Find function.

6. Enter a reference for the sale file. References must be unique, so using the property address as a reference

may cause problems if this contract falls over and a new contract needs to be entered. If a numeric reference

is used it will increment automatically, for example 3001, 3002, 3003.

7. Enter the purchase price.

8. Enter the contract/exchange date details.

9. Enter the Deposit required amount and select the date the Deposit is due


10. Enter the date that the sale contract is expected to become Unconditional

11. Enter the date that the sale contract is expected to Settle

12. Click next.

13. If Advertising is owed select to include in the Sale file. (For more information on Sales Advertising see the

Sales Advertising manual).


14. Select the Buyer by typing in to the Contact field and selecting from the list.

Note The Buyer must already exist as a Contact in Gateway.

15. Nominate the Selling Agent.

16. Select the tick box option to View the created Sale file. Select Close.


17. The new Sale file will be displayed.

18. Enter any additional details known at this time.

19. If required change the File As field to display Seller and Buyer names.

SALES REPORTS Stock List and Brochure style report templates are available in Report Designer for displaying Sale Property

information based on a selected View.


Gateway also provides Sales Statistics reports to help you monitor the progress of your agency’s Appraisals, Listings and Sales. These reports are displayed using Microsoft Excel PivotTable technology which allows you to customise

the tabular and graphical representations of the data by using dropdown boxes to select which fields are visible.

Reports From The File

PROPERTY BROCHURE REPORT Gateway includes a new Property Brochure printing option for Sale Property files. The Property Brochure is a customised report that provides a clear, attractive way to exhibit images of a Sale Property and other key features in

window displays.


SALE PROPERTIES LIST A new property listing report is now available in Sales Property print options.

The report is designed to be used in conjunction with a defined view.

1. Select the required view.

2. Highlight all the properties.


3. Right click, select Print.

4. In the report type drop down select Sale Properties List.

5. Select the Customise button.

6. Edit the report title.

7. Select required image size.

8. Check the tick box if you do not want the property address to be displayed on the report. If this option is

selected on the Suburb will display.

9. Click OK


Sales Property User Reports

STOCK LISTS The following stocklists are available as User Reports:

• Detailed, landscape, with or without images

• Detailed, portrait, with or without images

• Simple, landscape, with or without images

• Simple, portrait, with or without images

Running User Reports

1. Select the files you wish to report on in the appropriate view.

2. Select Folder > Print from the File menu.

3. Select User Report for Type.


4. A list of report designer reports created for this file type display.

5. Select the report you require and click OK.

NOTE The User Report option is only available if you have created a report for this file type using the Report

Designer. If you want to preview the report first select Preview and click OK. The report will then display in the

Report Preview Screen.

The Reports Menu Sales reports are available from the Reports menu.

APPRAISAL REPORTS The Appraisals Report shows all information that was entered into Gateway regarding the appraisal. It may also be

customised per salesperson.

The following custom settings are available for this report:

• Filter - you may filter the report output by nominating the date or date range you are reporting on,

for example this week; on Salesperson and on Zone

• Sorting - the order in which the report displays records may be defined, for example sort in

Ascending order by Reference and then by Property

• Report - you may select the number of lines you want inserted between records. You may also choose to print one Salesperson per Page.


APPRAISALS CONVERTED TO LISTINGS REPORT This report displays data of all the Appraisals that have been converted to Listings. A Listing constitutes any Sale

Property that is classified as Auction, Conjunction, Exclusive, Open, Multilist, Sole, or Tender in the ‘Sale Type’ field.

The report consists of two graphs on separate worksheets.

The first worksheet shows the month that each Sale Property file was changed to an Appraisal while the second

worksheet shows when the Appraisals became Listings.

The Customise button controls the period of data displayed in the report. Select from the Current or Previous

financial years or select a Date Range.

LISTINGS TO CONTRACT REPORT This report displays data of all the Listings that have been converted to Contracts. A Contract constitutes any Sale file

that has an ‘Exchanged’ date and is linked to a Sale Property file (i.e. Sale files that are created by processing a Sale

Property file using the Sold Wizard). The report consists of two graphs on separate worksheets. The first worksheet shows the month that each Listing was created while the second worksheet shows when the Listings became

Contracts (i.e. the Sale Property file was created).



CONTRACTS TO SETTLEMENT REPORT This report displays data of all the Contracts that are settled. The Settlement data included in the report is drawn

from the date entered into the ‘Settlement Date’ field in each Sale file. In order for a property to be included in the

report, the Settlement Date needs to be within the date range specified when customising the report (e.g. this

current Financial Year). The report consists of two graphs on separate worksheets. The first worksheet shows the

month that each Contract was created while the second worksheet shows when the Contracts were settled.



WITHDRAWN LISTINGS REPORT This report displays data of all Listings that are withdrawn. A withdrawn Listing constitutes a Sale Property that has

its ‘Sale Type’ changed to Off Market. The report consists of two graphs on separate worksheets. The first worksheet

shows the month that each property was made a Listing while the second worksheet shows when the ‘Sale Type’ field of each property was changed to Off Market.

The Customise button controls the period of data displayed in the report. Select from the Current or Previous financial years or select a Date Range.

SALE TYPES BY MANAGER REPORT This report displays each Sale file (sorted by ‘Sale Type’) for each Sales Manager in your office. The report consists of a table and a graph on separate worksheets. The first worksheet lists all the Sale files associated with each


salesperson, and includes the Listing expiry date entered against the Sale. The second worksheet includes a graphical

representation of the number of various Sale Types per Manager.



sales listings & reports · the sales property module in gateway is only available if you...

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