Creating a Sales File

Creating a Sales File

1. Click Admin on the Main Menu. 



2. Click on Customer Files.



3. Select Sales on the menu heading.



4. Click on Add Sale File button.



5. Create New File Screen will open. Sale File Creation screen is split into six (6) sections:

You can create the file after completing mandatory fields, and optionally, you can add Agent, Buyer, or Transfer details before saving, or skip them and add them later after creating the file.
  1. Create New File Name (mandatory)
  2. Property (mandatory)
  3. Landlord
  4. Mandate (mandatory)
  5. Commission & Default Fee Account
  6. Buyer
  7. Transfer Details

6. Create New file Section (mandatory): Type in the File Name (e.g., SALE001) and File Description (e.g., 11 Villa Dine), both fields are mandatory.
  1. Uniqueness: Ensure that the file name is distinct from past and future file names.
  2. No special characters: Avoid using foreign characters (e.g., ': ;') in both the file name and description.
  3. Length: The file name must be under 15 characters in length.


7. Property Section (mandatory): Link a property to the file. User will either link an:
  1. Option A) Link an Existing Property – type in the search field. PropWorx will filter results of existing properties. Select by clicking on the property to be linked to the file. 


  1. Option B) Create a New Property – click on the add () button. Search Address screen will appear. Type and select the address. Create New property screen will appear.  (see Create a Property – From Create File Screen)



8. Link Landlord/s section: This section can be skipped and added after the file is created. 

Link a Landlord to the file; all fields here are optional and can be added later after file creation. Users can choose to link:
  1. Option A) Link an Existing Contact– type in the search field. PropWorx will filter results of existing contacts. Select by clicking on the contact to be linked to the file. Repeat loading contacts if required.

  1. Option B) Create a New Contact– click on the add () button. Select the contact type (i.e., Person or Company). Create New contact screen will appear. Repeat if required. (see Create a Contact – From Create File Screen)


9. Mandate Section:  Most details are optional and can be added later after file creation. (see Manage Sales Mandate Details)
  1. Select the Mandate Type (mandatory)
  2. Select Commission (optional), type in the Owners Asking Price and choose between percentage base or fixed rate.


10. Add Agent or Income Account Section: This section can be skipped and added after the file is created. (see Agents: Manage Agent Profiles and Commissions)

Click Add Income Account, select from the Agents or Income Accounts list (repeat as required). Optional: Once agents/income accounts are loaded, click on the edit () button to adjust splits. This allows you to generate fee reports for the specific agent/s or income accounts.



11. Link Buyer/s section: This section can be skipped and added after the file is created. 
​
Link a Buyer to the file; all fields here are optional and can be added later after file creation. Users can choose to link:
  1. Option A) Link an Existing Contact– type in the search field. PropWorx will filter results of existing contacts. Select by clicking on the contact to be linked to the file. Repeat loading contacts if required.

  1. Option B) Create a New Contact– click on the add () button. Select the contact type (i.e., Person or Company). Create New contact screen will appear. Repeat if required. (see Create a Contact – From Create File Screen)


12. Transfer Details Section: This section can be skipped and added after the file is created (see Manage Sale Transfer Details). 

Click on Add Transfer button. Transfer details fields will appear. 
  1. Add Purchase Amount is mandatory.
  2. Load additional details (optional): dates, attorneys and Lodgement dates/status.




13. Click the Save button to create the file. All fields that are fields or sections not filled in can be added later directly on the create file.



14. The file will be created and appear under the Customer Files list.

Additional Articles:

    • Related Articles

    • Creating a Rental File

      When should a new file be created? A new customer file is necessary whenever there are changes to the parties involved in the agreement, including: • A new tenant moves into the property. • An existing relocates from one property you manage to ...

    • Create a Property - From Create File Screen

      When creating a new file, a property may be created by clicking on the add () button. Search Address screen will appear. Type and select the address. Create New property screen will appear. Stand-Alone property (e.g., house) 1. In the search bar, ...

    • Manage File Groups (aka Master Files)

      File groups (aka master files) serve as a useful tool for linking multiple files, enabling the generation of rent-roll and cashflow statements (see Landlord Expenses: Statements). Additionally, clients can utilize the file groups to apply filters on ...

    • Manage Sale Transfer Details

      Some details will automatically be added if loaded as the offer tab. If the offer status is flagged accepted and the copy record to transfer is processed. 1. Click Admin on the Main Menu. 2. Click on Customer Files. 3. Select Sales on the menu ...

    • Create a Property from the Property report

      Properties can be created before a file is created. Alternatively, properties can create at the point of creating a file. 1. Click Admin on the Main Menu. 2. Click Properties. 3. Click All Properties 4. Property Report will open. 5. . Click on Add ...