Deal Manager To Go

Version Sept.16/16 

• The Home Page 

At the top of the page you have 5 tabs:

• Home 

  • Home will take you to the window where you will be after you log-in. 

• Listings 

  • Listings is where you will add new listings

• Deals

  • Deals is where you will add deals 

• Reports 

  • Reports is where you will find statements, check stubs etc. 

• Help 

  • Help is where you can contact Enviromint (the makers of Deal Manager) for help 

• Quick Reports  

• In the middle of the Home Page you will find 

• Unprocessed Listing Sheets 

• Unprocessed Deal Sheets 

• Active Listings Conditional Deals 

• Final Deals Not Paid In 

• Due To Brokerage 

• Unprocessed Listing Sheets is where you will find listings you have submitted or  entered but not yet submitted, that have not yet been processed by conveyancing. 

• Unprocessed Deal Sheets is where you will find deals that you have submitted or  entered but not yet submitted, that have not yet been processed by conveyancing. 

• Active Listings are all of your active listings, they may also be conditional. 

• Conditional Deals are all of your Deals that are conditional and not yet been conveyed  to the other brokerage or lawyers. 

• Final Deals Not Paid In are deals that are firm and have been conveyed to the other  side and we are waiting for payment. 

• Due To Brokerage is what you owe to the brokerage at this particular time.

• Notes & Tasks & Files

• At the bottom of the Page is and below that is Files 

• Notes and Tasks is where you will receive tasks and Notes from the brokerage. You can  also send tasks and Notes. Be sure to assign them. These notes or tasks are not  attached to a deal or listing. 

• Files on your home page is for your use only and can not be seen by the brokerage.  These are not attached to any deals or listings. It is just a storage place for files you  may need. You could add this file for instance. 

• Referral Fee 

The best way to deal with a referral fee you are expecting from another agent/brokerage  is to task me from your Home Page. It will go to my Home Page where I will be able to  keep an eye open for it when it comes in. The task should mention what brokerage it  should be coming from. It will be your responsibility to inform us of any changes. We  would not know any details so we can not invoice the other brokerage.

• Add a Listing 

• Click on the Listings Tab at the top. You can choose New Listing or New Listing from  MLS. The latter may take up to 48 hours from entry on the MLS to be able to use. 

• The next window is where you enter all the data. Go through each field one by one so  as to not miss anything. Be as specific as possible. It helps the integrity of the database. 

• The MLS Area is the city/town/MD 

• Style should be detached/apartment/townhouse or duplex. Don’t use generic  terms like condo or residential. 

• You do not need Legal ID or lot block and plan unless that is all the info you have. 

• When you add the seller be sure to add their DOB and occupation/employer for fintrac  reasons. This allows Fintrac to search contacts and check for duplicates or fake names.  This would only be done by an order from Fintrac. Contact addresses is not needed nor  are their email or phone numbers. 

• If you have more than one seller click add seller on the bottom right of the List Side  Contacts section. 

• You should be the “Agent 1” and our brokerage name should appear beside it. End is  where you would put where you are getting all the commission on the list side (1.00) or  are you splitting it with another Realtor (.50) or what ever the split is. The other Realtors  name should be under “Agent 2”. 

• Add the lawyers if you know them at this time. 

• Commission are entered next. They can be predefined or custom. Use the drop down  menu if the desired commission is there click on it. If not, use Custom. All commission  must have a gross amount which is the total for both the list and buy side. Simply type  in the percentage amount. If you need to calculate the percentage then do so. 

  • For instance if you are giving a 25% discount to the list side only, it would be 3.5x.75=2.625  and1.5x.75=1.125. The gross would be 6.125%(3.5+2.625) on the first $100,000 and  2.625%(1.5+1.125) of the remainder. The sell side would be 3.5% on the first $100,000  and 1.5% of the remainder. The list would be 2.625% on the first $100k and 1.125% on  the remainder. Once you have entered the commission click the calculate commission  button. 

• Additional notes is where you would inform the brokerage of something unusual for  instance there could be a referral to a realtor at another brokerage that we need to pay.  You don’t need to enter them as a listing agent as they are not on the contract. Instead  we will enter them on the brokerage side. 

• At the bottom if you click continue you will save all your work. If you do not continue it  will not save and you will have to enter all the info again.

• The next window is where you will add your documents. Only PDF’s can be added as  they need to to be opened by the brokerage and emailed to lawyers to open. JPG files  for instance are too large. 

• At this stage you can go back and edit your original info or delete the entire file. 

• DO  NOT USE CLONE

• The listing sheet is a quick review of the info you have entered and can not be edited. 

• When you scan a document you should always give it a good name that lets the reader  know what is in it without having to open it. Don’t just call it “amendment” as there could  be lots of them on both the list and deal side. Call it “Amendment to the List Price”  Some people add the property address into the name so that they know what file it  pertains to when it is on their PC. You can also tag it using the drop down menu but not  too many people use this option if they give the doc a really good name. DO NOT  Change the Share With options. It is set up to be shared with the appropriate people.  Click save after you have attached the doc. 

• You can add any notes or tasks to this particular file. You will need to assign it to  someone. 

• A Task will send an email to the person it is assigned to while a Note will sit on this file  and will not be read until someone goes into this file. 

• After you have added all the documents and are happy with the info you have entered  then click Submit To Brokerage. 

• Once you have submitted the file to the brokerage you can not edit it and must task the  brokerage to have anything changed. Be sure to task inside the listing. If it has not yet  been processed by the brokerage you can find it under Unprocessed Listing Sheets. If it  has been processed it will be under Active Listings. 

• If the brokerage has sent you a task you must complete the task you have been asked  to do. Once you have completed the task you can click on the task and click edit and  enter the completed date and save it. 

• If you need to terminate a listing it must be sent to the broker first to be signed and  terminated from the MLS. Once the signed copy is sent back to you it can be added to Deal Manager. You must task the brokerage to have it terminated from Deal Manager. 

• If you are extending the listing date you must add the amendment to the system and  task the brokerage to change the expiry date.

• Add A New Sell Deal (not on your listing) 

  • Click on Deals at the top of the page. 

  • At the bottom click New Sell Deal or New Deal from MLS. DO NOT USE New List Deal  or New Double End Deal. 

  • Your role on deals is the sell side. It should default to this. 

  • Fill in all the fields. Be as specific as possible. Legal ID and lot block plan are not  necessary unless that is all you have. You do not need to fill in the estimated completion  date or the adjustment date. The sale date is the date the deal was agreed on. 

    • The MLS Area is the city/town/MD 

    • Style should be detached/apartment/townhouse or duplex. 

    • Don’t use  generic terms like condo or residential. 

• The deposit will go to the listing brokerage unless it is a FSBO or it is agreed to be held by us. If there is an additional deposits to come fill in this section.

• Select all the conditions on the contract and the due dates. 

• Fill in the list side info i.e. Sellers complete name as per the title, you will not know the  DOB for the seller so it is not needed. Enter the listing agent and their brokerage. If  there is more than one seller then click the add seller button. Enter the end as 1.00. 

• Fill in the buyers info including DOB and occupation/employer. Their email and phone  number is not needed. Use their full name as seen on their ID. Add the agents on the  buy side. If you have partnered with another agent add their name and the end is .50 or what ever is agreed on. 

• You can pick a predefined commission from the drop down menu or create a custom  commission. The gross commission must be equal to the sell side commission. You do  not know what the list side commission is so do not fill it in. Click calculate commission. 

• Under Agents Payable enter the listing agent name and brokerage and the % of the  commission which will be 100%. You can use “copy from contacts”.

• If you have any notes to add enter them at the bottom 

• Clicking on continue at the bottom will save the info. 

• At this stage you can go back and edit your original info or delete the entire file. DO  NOT USE CLONE.

• The deal sheet is a quick review of the info you have entered and can not be edited. 

• When you scan a document you should always give it a good name that lets the reader  know what is in it without having to open it. Don’t just call it “amendment” as there could  be lots of them on both the list and deal side. Call it “Amendment to the Sale Price”  Some people add the property address into the name so that they know what file it  pertains to when it is on their PC. You can also tag it using the drop down menu but not  too many people use this option if they give the doc a really good name. DO NOT  Change the Share With options. It is set up to be shared with the appropriate people.  Click save after you have attached the doc. 

• You can add any notes or tasks to this particular file. You will need to assign it to  someone. 

• A Task will send an email to the person it is assigned to while a Note will sit on this file  and will not be read until someone goes into this file. 

• After you have added all the documents and are happy with the info you have entered  then click Submit To Brokerage. 

• Once you have submitted the file to the brokerage you can not edit it and must task the  brokerage to have anything changed. Be sure to task inside the deal. If it has not yet  been processed by the brokerage you can find it under Unprocessed Deal Sheets. If it  has been processed it will be under Conditional Deals. 

• If the brokerage has sent you a task you must complete the task you have been asked  to do. Once you have completed the task you can click on the task and click edit and  enter the completed date and save it. 

• If your deal collapses you must add the non-waiver if available and task the brokerage  that it is collapsed.

• Attach A Deal To Your Listing 

This is a very important step but also very easy. If you receive a deal on your listing they  have to be linked together so that all information flows from one to the other. 

If you get a deal on your listing immediately and you haven't entered your listing, you  must enter the listing first and have it processed by the brokerage before you can attach  a deal to it. 

• Click the Deals tab at the top of your home page. There you will see your listings. To the  left of the address you will see two buttons, Double End and List. Unless you are double  ending it click List. You will be taken to another window where you will fill out the fields  just like any Deal. Much of the info will be filled out for you. 

• After you finish filling in the fields and click continue on the bottom everything will be  saved. The next page is where you will add all the deal documents. Once that is done  click the submit button. Once it is processed by the brokerage it will be a conditional  deal on your home page. 

Read: Attaching a New Sell Deal for more details what info to add. 

• At that time you can click on conditional deals and click the address and you will be in  the deal side and you can add deal documents again if you need to. While you are in the deal side you will notice that there is a link that starts with an (L) followed by some  numbers. This is a system generated number assigned to your listing. If you click on it it  will take you to the list side where you can add listing documents. While you are on the  list side you will notice a link that starts with a (D) followed by some numbers. If you  click on it you will go to the deal side again. 

• It is very important that only deal documents get added to the deal side and listing  documents added to the list side. If the deal collapses all deal documents will disappear  but the listing remains as active. You don’t want listing doc’s disappearing or deal doc’s  staying if the deal collapses. 

• If the deal collapses you must add the non-waiver if available to the system. If there is a  deposit held with us it will be returned to the buyer once the cheque has cleared the  bank, generally 10 business days. Our brokerage only accepts bank drafts for deposits,  this will shorten the waiting period to just 10 straight days.