Data Entry Rules

Sales Team Operations

Purpose

To enter the absolute minimum contact data in the database. It is the responsibility of each sales person to enter the data and ensure it is correct.

Procedure

SP opens Database and goes to the “Retrieve” screen
Select the blue icon in the top toolbar to add a new customer
Select “YES” when asked if you want to continue creating a new customer. A new blank record will be created.
In the first merge field at the top left select the contacts “Title” (i.e. Mr, Mrs etc)
Enter Last Name & First name
Enter all the telephone numbers you have
Enter customer’s full address. Do not omit any address fields if the customer is a potential vendor or past client.
Select the “Other” tab
Select the category/s of the contact
Select the source/s of the contact
Select the save icon near the top middle of the customer card, this will open the customer contact window.
Select “OK” to close
If the contact is a potential vendor select the “to sell” tab
Select “add property” on the right hand side of the screen
You will now be asked whether to copy the customers address or not. If the property to be sold is the address you entered in step “vii” select yes, if the property is another address select no
If you selected yes the address details will be automatically entered in to the property screen at the bottom
If you selected no, enter the property address in the blank property screen
Select the “status” tab
Change the status to appraisal and enter the date of the appraisal in the status date field
Enter your estimate of value in the field provided. This must be written as a 6 digit number with no commas. ($400,000 is written as 400000)
Select the save icon. Other property details may be entered now.