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MLS User Manual - HomeTown Association of REALTORS

1. From the Prospects group select the Multiple icon The Propsect dialog box appears 2 Clickthe drop down box for a single prospect delete or the ellipsis for multiple prospect deletes 3 Highlight the name of the prospect to delete if a single prospect and select OK If deleting multiple prospects click the name of each prospect and click on SELECT for each prospect then click OK OK ULTREX Sales Assistant loads this prospect s file 4 After the prospect file appears on your screen select the Delete icon from the ULTREX toolbar 5 A message appears asking you to confirm your delete request Select OK to delete the prospect or Cancel to quit CAUTION This option deletes the complete prospect file Use this option with care Selecting a prospect There are several ways to select a prospect Multiple The Multiple Prospects function allows you to view all information stored for multiple prospects 1 Click the Prospects group button 2 Clickthe Multiple icon The Prospect dialog box appears Click on the ellipsis 3 Click on the desired prospect s name and click Select repeating until all desired prospects are listed on the right side of the window 4 Click OK OK and a Prospect File appears 46 Active The Active Prospect function allows you to view all information stored for active prospects 1 Click the Prospects group button 2 Clickthe Active icon A Prospect File appears All The AII Prospect fu
2. eese eere trenenet eerte tete netnenet 66 WHAT ISAN EDI gre aS 67 WHATISASTATUS CHANGE nicissaria ESSE s noose eos eeso Sieis es oS essed sne iSS is saos oea 67 Editing a Listing 2 1 neo ee ta eee de deae de e eb e S ebd deine 67 Entering a price change uon gor EIER EHI REIR E TIER UTD 67 Entering a contingency change sessi nenn enne ne nenne tenente nne nnne tne nne enne tenete eene 68 Entering status chang eo en a E E ARAM TA t tedesca eine ERES 68 Adding pictures to an existing listing essent ener nre eterne nennen 69 Replacing an existing pIcture e nee ene ETE bte tte ete E EE eu Working with the Posting Pool Understanding the Posting Pool HOW DOES INFORMATION GET TO THE POSTING POOL eere eee esee eese eaten en enense seen ssssnenense se senenessess 7 HOW IS POOL INFORMATION SENT TO THE MLS DATABASE eese eene serenenrsntatenso sense sen sess sense seseesenees 7 L Editing listing data from within the Posting Pool eese eene 71 Printing listing data from within the Posting Pool esee eene 71 Posting a single listing from the Posting Pool if server is at MLS Office Only see 71 Posting multiple listings from the Posting Pool PRerforming a test post Ue Ue eae ee edt ied eee re He e e sean Working with the Pict re Gallety
3. Click the ellipsis to the right of the Multiple field A multiple selections box appears Click the name of the Agent for which you want to view information Click Select Repeat steps and 2 until all Offices you want to view are listed on the right side of the Agent Selection box Click OK Information about these agents appears Click the Office Cont tab for more information Use the Previous and Next icons located on the toolbar to navigate between Agent Information Searching for information related to agents 1 2 Tip Click the ellipsis to the right of the Search field Enter known information Click the Search Results icon located on the toolbar The number of matches appears on the status bar Click the View icon located on the toolbar to view Agent Information Click the Agent Cont tab for more information Use the Previous and Next icons located on the toolbar to navigate between Agent Information 26 Using Database Utilities Auto Compact Your Databases Located in the Utility group the Auto Compact Database shortcut allows you to keep the ULTREX Agent program performing at peak performance As databases are accessed information is not always returned to its original location When this happens it takes longer for ULTREX Agent to access information The Auto Compact feature puts all information back to its proper place allowing ULTREX Agent to access information faster 1 Click the Utilities
4. Listing Book Office Roster lists all active offices in the MLS alphabetically with all agents associated with that office Agent Roster lists all active agents in the MLS in alphabetical order Market Statistics prints statistics on number of listings average market time and prices Data is presented by property type Alphabetical Index lists all active listings found in the book Each property type has its own section Within the property type listings are organized alphabetically by street address Area Price Indices exist for each property type Listings within each index are organized first by MLS area second by ascending price Residential Acreage Index lists all residential properties that have greater than 1 acre Pictured Listing Sections prints listing information with a picture for each active listing in the database Listings are organized by property type and then by MLS area Off Market Indices prints the following information e All listings with the current status of Pending 118 e All listings with the current status of Temp Off Market e All listings that went Closed during the selected date range e All listings that went Canceled Off Market during the selected date range e All listings that went Expired during the selected date range and remain Expired In addition the volume number of the Listing Book the listing last appeared with an active status is shown on these indices Sold Book Office Roster list
5. Listing Transaction Information In addition to the listing information a transaction history table is maintained for certain types of changes Price status and contingency changes along with the dates these changes occurred are logged in the history table Property Information The property related records contain information about the property and any structures on the property The property related records are maintained separately from the listing records Attribute Information Each MLS board can define the allowable attributes that can be used in specifying the characteristics of listings and properties Examples include the list of allowed home styles school districts regions etc Subscriber Information Information on agents and offices is maintained in the system for reference and control Understanding Data Operations There are four types of operations that can be performed on the five data elements described in Understanding Data Elements Add A new listing new attribute new member or new office can be added to the database Edit refers to two functions editing incorrect or missing data and changing the price status or contingency of a listing Accessed through the Change icon in the Listing Data group edits can be made at anytime to existing listings to correct information or add missing data These types of edits are not logged in the history table Transaction changes are made on a special tab found in t
6. e New and Back on Market reports all listings that were new or back on the market in the specified date range regardless of the current status of the listing If a property has gone to both new and back on market within the specified date range it will only be counted once 21 e Went to Pending reports all listings that went to pending status in the specified date range regardless of the current status of the listing e Went to Closed reports all listings that closed in the specified date range regardless of the current status of the listing e Went to Expired reports all listings that expired in the specified date range regardless of the current status of the listing New on Market option If the New on Market option is selected the report will include the following e New reports all properties that were new on market during the specified date range regardless of the current status of the listing You must select a date range for this option Back on Market option If the Back on Market option is selected the report will include the following e Back on Market reports all properties that went back on market during the specified date range regardless of the current status of the listing You must select a date range for this option For more information see Creating viewing and printing an Area Survey Report Creating viewing and printing an Area Survey Report 1 Click the Listing Data group button 2 Click the Area S
7. from the drop down box Click the Open button ULTREX Sales Assistant asks you to confirm your restore request Select OK to restore or Cancelto quit REMEMBER This option will overwrite prospect information currently stored on your hard drive 53 54 Ultrex Entry for Listing Offices What is Entry for MLS Offices ULTREX is a fully distributed MLS System that is more than just another way to access MLS data ULTREX combines MLS listing agent and prospect data in a tightly integrated package that helps an agent quickly close additional business With just a few clicks of the mouse the ULTREX equipped agent can interactively match people and properties The ULTREX process is more than matching though With ULTREX Sales Assistant an agent can actively track each individual customer in the constantly changing real estate market Any status or price change on homes in a prospect s selection list is instantly highlighted New listings are checked to see if any of them match a prospect s stored preferences ULTREX tracks and analyzes the market while the agent is serving the prospect The ULTREX System has been designed in close collaboration with REALTOR associations across the nation The result is a system that has been carefully tailored to meet the needs of MLS boards brokers and individual REALTORS ULTREX Entry ULTREX Entry is a central computer based system that creates maintains and distributes a master copy of
8. Information remains there until it is posted or uploaded to the MLS database For local servers posting from the Posting Pool allows for multiple records to be sent to the MLS database at one time Information that goes into the Posting Pool includes new and modified listing information as well as any data entered using the various managers found throughout ULTREX Entry While information resides in the Posting Pool any number of simple edits can be made without affecting the MLS database or the transaction history table During posting information is sent from the pool to the server permanently updating the MLS database If applicable the history table is also updated at this time How Does Information Get to the Posting Pool When you save any information using the Save icon found on the toolbar ULTREX automatically places the data into the Posting Pool If a listing is currently in the Posting Pool Data from the pool appears with the listing in the Listing Editor 70 How Is Pool Information Sent to the MLS Database Because an MLS server can be located either in the MLS office or in a remote location information in the Posting Pool gets to the MLS database in two different ways For a local server information is posted directly to the MLS database To send the listings to the MLS database the user will enter the Posting Pool mark the listings to post and click the Post icon on the toolbar These listings are sent directly to the
9. Information will be sent to the MLS Office during listing upload Replacing an existing picture 1 Click Listing Data on the sliding menu 2 Select Change 3 Enter the listing number for each listing 4 Click OK 5 Select the Picture tab If there are multiple pictures use the scroll bar located below the lower right corner of the picture to locate the picture to replace 6 Click the Replace button A dialog box appears prompting you to locate the directory where the picture file is found 7 Click the arrow in the Look In box and locate the directory 8 After locating the directory select the picture file by single clicking the name of the file 9 Click the Open button ULTREX replaces the existing picture with the new selected image Comments may be added in the DESCRIPTION field 10 Select the Save icon from the toolbar We recommend deleting the original picture file After the picture has been saved a message will appear giving you the option to delete the original picture file Click Yes to delete No to keep the picture file NOTE If making edits to multiple pictures in the same listing it is necessary to save and post the listing between each edit For example if you are replacing two pictures save and post the first picture before replacing the second picture Working with the Posting Pool Understanding the Posting Pool The Posting Pool is a temporary holding area for all information being entered or changed
10. Printing an Expiration Report 21 120 printing Broker Reports 22 Printing Listing data from within the Posting Pool 71 Printing Reports 44 Printing search results 15 Printing Sold Books 120 Printing tax record information 16 Printing the Hot Sheet 19 prospect selecting 46 Qualifying a Prospect 36 83 133 150 Reading the history editor grid 123 Removing a listing from the search results 15 Removing a listing from the Selections List 44 Repairing databases 79 124 Repairing your databases 31 Replacing an existing picture 69 100 Restoring prospects 53 Restoring your databases from backup 32 80 125 Saving prospects 52 search criteria entering 13 Searching for information related to agents 26 109 Searching for information related to offices 25 113 Searching for information related to Subscribers 116 Searching for properties using tax record information 14 Searching for properties with Full Search 14 Searching the database 14 Searching the database for buy changes 49 Searching the database for Comparable Changes 51 Searching the database for New Comparables 51 Searching the database for New Matches 49 Searching the database for prospects 43 Selecting a prospect 46 Selecting listings for a prospect 42 Sending a message 107 Setting up communications for downloading 61 Setting up the MLS Phonebook 61 Setting up you modem properties 61 Setting up your modem properties 61 single office
11. eeeeeee esent eta ten enean toten ta tan sn snnt to tenen saos totos enne nte tenen en asenenes 90 AGENT ROSTER o 90 ALPHABETICAL INDEX CT P Ea 90 ARGEIY Eisiscssasscisteccscecesehsssesntesssssacsuccessesnsonsesesnsodsssescnucsucasseusosesdusesiseosasesecoesascscesssersesscuaen oss eseosesosecdssessecesoconssasssposessetcdesice eceevscoaes 90 AREA PRICE INDICES 90 AREA SURVEY REPORT ccssccsssssssssssssssessssssscsssssssssssssssssessnsnssssssesasssssssssssssssnsessssesesseessesessssssssnsessssssesosssnssesossssssesesesenses 90 ATTRIBUTE INFORMATION csssssssssssssssssssssssssssssssssssossssssssnsessssesessssssssessssssssnsesassssessensnssossssssssnsesessssesssssnssososssscseseseesees 90 AUTHORIZATION LEVEL PE 90 Fy orae DH e unm pM KM ER M TU EL E DR RE EE 90 l0 uU rvimm 90 BROKER M 90 BEER M Uc 91 ir MN Ke EU HR Mr UH LT DLE RE RD T OR CUM 91 COMPARABLE CHANGES TE asitoe 91 COMPARATIVE MARKET ANALYSIS csssssssssssssesssssssssssssssssesessvsesessesssssssessssssssnssssssessssssssnsesessssesesessssesosssessnsesessesesees 91 vii be P TE TACRA 91 DEEP REPAIR 91 EE E A
12. from attribute lists that are defined by your MLS board This not only simplifies data entry but it also eliminates errors because of misspellings and different abbreviations Easily Customized ULTREX Entry has been designed for easy modification to meet the diverse and changing needs of MLS boards Much of the listing database is table driven This allows the board to easily add new data categories without making expensive modifications to the software or restructuring the database For example an addition to the list of home styles is as easy as pressing the Add button and typing in the new name After the change has been made in ULTREX Entry it will be distributed to each user s ULTREX Agent program along with the listing updates Expandable The ULTREX System can be economically scaled to fit the needs of an exceptionally broad range of board sizes With a single computer and one or two phone lines it will serve a small board of fifty members With a network of computers it can serve a large metropolitan area The software is also modular so 86 optional functions can easily be added A board can start with a basic system then purchase additional capabilities as needs change and the board grows Affordable ULTREX has a number of features that bring leading edge technology within the reach of all boards regardless of size ULTREX is based on technology that takes advantage of the dramatic improvements in performance and rapid pr
13. have multiple listings attached to it but a listing can have only one property A property can have only one active listing at any given time The life of a listing is the duration of the contract but a property can essentially live forever Listing Numbers Numbers assigned by the MLS office or by a listing office when listing upload is being used externally identifies listings Listing numbers must be unique across all property types and the ULTREX Entry software does not allow a duplicate entry The listing number is checked for uniqueness during the saving and posting process If a duplicate is detected the user is prompted to assign a new number Listing Anchor Listings identify both the listing agent and the listing office but are anchored to the listing office This means that when a currently listed property moves to a different office a new listing number may be required depending on how the MLS board sets up the assigning of listing numbers Listing Activity Indicators If a property that is currently Expired or Canceled Off Market becomes active again it is classified as either Back On Market or New depending on whether the listing number has changed Owner Agents The database contains a field to designate an owner agent which means that the owner is also a licensed real estate agent It does not necessarily mean that the owner is also the listing agent In addition to appearing where listing related information is printed
14. if desired and press the Tab key on you keyboard 4 Enter the full or partial Street Name in the Street field 5 Select Active Pending if desired 6 Click OK 106 ULTREX displays listings that most closely match the address The number of listings found is displayed in the lower left corner of the status bar Tips e Partial listing numbers may be entered and ULTREX Entry will search for possible matches e Use the Previous and Next icons located on the toolbar to navigate between listings Working with Participants Information Understanding Messages Sending a message The messages function allows you to send view and delete messages NOTE Only users with Staff level authorization can send messages 1 Click Participants from the sliding menu 2 Clickthe Messages shortcut icon 3 Click the New icon 4 Click the ellipsis at the end of the To field and select message recipient s 5 Enter message subject in the Description field 6 Enter message text in the Message field 7 Click the Save icon Messages are distributed to users during their next download If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool For more information see Viewin
15. Click the Delete Icon A message box appears asking you to confirm the delete request Select Yes to delete the selected items or select No to quit REMEMBER Selecting Yes permanently deletes this listing from the main database PLEASE USE WITH CAUTION To Delete Parts of a Listing 1 From the menu bar select Tools Delete Listings 2 When prompted enter the MLS number s of the listing s and click OK 3 Select component s to delete from the list of options 4 Click the Delete Icon 5 A message appears asking you to verify the delete request Select Yes to delete No to quit 101 Working with the Posting Pool Understanding the Posting Pool The Posting Pool is a temporary holding area for all information being entered or changed Information remains there until it is posted or uploaded to the MLS database For local servers posting from the Posting Pool allows for multiple records to be sent to the MLS database at one time Information that goes into the Posting Pool includes new and modified listing information as well as any data entered using the various managers found throughout ULTREX Entry While information resides in the Posting Pool any number of simple edits can be made without affecting the MLS database or the transaction history table During posting information is sent from the pool to the server permanently updating the MLS database If applicable the history table is also updated at this time How Does Infor
16. For a full search click the Full Specs tab to enter additional criteria A box with three dots referred to as an ellipsis located at the end of that field indicates a pre defined attribute list exists for that field The information for selection is presented in either a single select box or a multiple select box To enter information in a single select box 1 2 3 Click the ellipsis Click on information you want to select Click OK 42 To enter information in a multiple selection box 1 Click the ellipsis A multiple selection box appears 2 Click on one piece of information to select and click Select Repeat until all information that you want to select is on the right side of the window To remove information click on it then click Remove 3 Click OK 4 Click the Save icon Searching the database for prospects 1 After entering search criteria click the Search Results icon located on the toolbar The number of search selected listings appears on the status bar 2 If desired add or delete search criteria to narrow or widen search and click Search Results icon Using information in the Selections Tab The Selections tab is found within the prospect file and contains a list of specific properties you and your prospect have selected from the results of your search See Choosing Listings for a Prospect for more information on the search process This list of properties includes the basic information such as l
17. MLS Please contact your local MLS office with any questions 1 Select the following from the ULTREX menu bar Tools Agent Tools Mortgage Aid Loan Rates The Loan Data Manager appears Select Single Multiple or Search Based on your selection above the following appears on your screen Single A single select box appears Single click the selection to view and click OK Information displays Multiple A multiple selection box appears Select records to view and click OK Information displays Search The Loan Data Search appears Enter search criteria Select the Search Results icon Select the Full View icon to view search results Information that meets your search criteria appears on your screen 132 7 Click the Main Menu icon to return to the main menu Qualifying a Prospect The Prospect Qualification function estimates the maximum purchase amount for a prospect REMEMBER The result of the Prospect Qualification does not guarantee the prospect will qualify for the same amount when applying for a mortgage Please direct your prospect to their mortgage provider for an actual qualification 1 Select the following from the ULTREX menu bar Tools Agent Tools Prospect Analysis Prospect Qualification The Prospect Qualification screen appears 133 ANNUAL INCOME ANNUAL ADJUST ADJUSTED INCOME QUALIFY PERCENTAGE QUALIFIED TAXES INSURANCE MORTGAGE TAXES AND INTEREST DOWN PAYMENT HOME
18. Parcel Tab The Parcel Tab contains attributes that describe the property Interior Tab The Interior Tab contains attributes describing the interior of the property Exterior Tab The Exterior Tab contains attributes describing the exterior of the property Other Tab The Other Tab contains miscellaneous attributes For more information on the options you have with Attributes click one of the topics below Viewing attributes Adding attributes Editing attributes Deleting attributes Viewing attributes You may view attributes from the Attribute Manager screen or from within the specific attribute s single or multiple selection box From the System Section 1 Select System from the sliding menu 2 Select Edit Attributes 3 Select Attribute Options Find from the menu bar 4 Fromthe Attribute Manager select the tab containing the attribute category you wish to view 5 Select the type of attribute list to view by clicking the ellipsis box with three dots by the appropriate type 6 Atthe search screen that displays enter search criteria 7 Click the Search Results icon from the toolbar 121 8 9 Click the Full View icon from the toolbar to view search results Click the Main Menu icon to exit Adding attributes 1 2 Click System from the sliding menu Click the Edit Attributes Select Attribute Options New Attribute from the menu bar Select the tab containing the attribute category you want to ad
19. System Administrator authorization levels This option is not accessible to the typical ULTREX Entry user NOTE This function permanently deletes an export record from the main database PLEASE USE WITH CAUTION 1 Select Tools Export from the menu bar The Export Manager appears Select the Single option A single selection box displays Select the record you wish to delete by pointing to the record and single clicking Click the OK button The export record appears Click the Delete icon on the toolbar 131 5 A message appears asking you to confirm your delete request Select OK to delete the record or Cancel to cancel Click the Main Menu icon to return to the main menu Agent Tools Calculating a mortgage The Mortgage Calculator allows you to estimate the monthly payment for a property Direct your prospect to their lender for the actual mortgage payment 1 6 Select the following from the ULTREX menu bar Tools Agent Tools Mortgage Aid Mortgage Calculator The Mortgage Calculator appears Enter requested information Use the TAB key on the keyboard to move to the next field After data has been entered click the Calc button ULTREX calculates the payment Click Hl to access the Microsoft Calculator The bottom three fields display the results of the mortgage calculation Click the Main Menu icon to exit the Mortgage Calculator Finding loan rates This may or may not be activated by your
20. Windows Left Mouse Button This button is located on the far left of the pointing device and is used to perform functions such as clicking and double clicking Point Moving the mouse to place the pointer on an item is referred to as pointing Single Click Single clicking is pointing to an item on the screen then quickly pressing and releasing the mouse button once Terms that also designate a single click are click select or highlight Double Click To double click point to an item on the screen then quickly press and release the mouse button twice Right Mouse This button is located on the far right of the pointing device When the right mouse button is depressed a pop up menu will display with options Specific to the area selected Using a Menu 1 Click on the menu name to open a menu 2 Pointto the desired function and click 3 Listing View Prospects Mark Sign In Sign Dut Print Preview Export gt Exit Understanding the Ultrex Agent Main Menu Screen The ULTREX Menu Bar Located directly below the ULTREX title bar the ULTREX menu bar provides the following options File Offers sign in sign out or exit Sign out disables all functions except sign in or exit Prospects Offers quick access to ULTREX Prospect functions Market Offers quick access to ULTREX Market functions Search Offers quick access to ULTREX Search functions Reports Offers quick access to ULTREX Report funct
21. Windows functions and definitions eee eese esee ee teinte tete tete teinte tete tete tete tete tete tete tete tete tete tete tete tette 1 WINDOWS DESKTOP cansun coss r ierste siase iE sE EEEE OSOE iprvive te tese cue cibus Use sa pe vela toov ini pe tede rcov ivive sbvba E Ce req 1 The Windows Taskbar E Using the Mouse is E E Using Me m UNDERSTANDING THE ULTREX AGENT MAIN MENU SCREEN The UL TREX Menu Bar er RR RENATA EE esd Gia pain eau shan He SERRE DER a PAS ERAT RT dore RR nent The ULTREX Ioolb r EEA EE RT CURAE RUOTE Using single or multiple selection OftiOns s scseseseseseseveseseseseeseseseseseseseseseseseneseseseseseseseseseaeaeseseaeseneseaeseseaeaeseaeaeaeaeaeaeaeaeaeaeaeeeaes USING SINGLE SELECTION VIEWER 62 eroe tbo denso erra oer roue retentu ed sooussesensnssivensetusnesssonsedesssastendusstuctoessensese USING A MULTIPLE SELECTION VIEWER csccccssssvssenssssssenssososenssesonensnssosensnssssenenssosenensnssenenssosenesssssenenssssonenssssonenssssonenes SETTING UPUETREX COMMUNIGATIONS onte m ERE PR REEF FERES PER ERR RR TE Te VERE E ATE Setting up the MLS PhOnGDOOK E SEMIN up VOUT Modem PFODETUCS a a E a a E A Aa A EATE E Customizing the download e Dials Attenipes E ATE eoo acai REPRE E T ETAS TO CONTROL THE LISTING INFORMATION DOWNLOAD USING THE DATA TAB sso
22. access information about multiple Subscribers Search to search for information about a Subscriber To access information about a Single Subscriber 1 Click the ellipsis to the right of the Single field A selection box appears 2 Click on the Subscriber name for whom you wish to view information 3 Click OK Information about the Subscriber appears 4 Click the Subscriber Cont tab for more information To access information about Multiple Subscribers 1 Click the ellipsis to the right of the Multiple field A selection box appears 2 Click on the name of a Subscriber for whom you want to view information 3 Click Select Repeat steps 2 and 3 until all Subscribers you want to view have been selected and appear on the right side of the Subscriber Selection box 4 Click OK Information about the subscribers appears 115 5 Click the Subscriber Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Subscribers Searching for information related to Subscribers 1 Click the ellipsis to the right of the Search field 2 Enter known information 3 Click the Search Results icon located on the toolbar The number of matches located appears on the status bar 4 Clickon the view icon located on the toolbar to view the information 5 Click the Subscriber Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Su
23. accessing information 24 77 112 Starting and Signing on to ULTREX Agent 12 Starting ULTREX Agent 12 Starting ULTREX Entry 60 88 status changing a prospects 46 status change 69 99 status changes off market 149 on market 148 subscibers searching for information 116 tax record information printing 16 tax records viewing 15 Test Post Messages 147 Trimming the database 80 126 Types of Searches 12 Understanding Authorization Levels 60 92 Understanding Data Elements 56 89 151 nderstanding Data Operations 57 89 nderstanding database rules definitions 57 90 nderstanding Edit Attributes 121 nderstanding History Lookups 75 106 nderstanding MLS Tools 134 nderstanding Office Information 111 nderstanding Printing 118 nderstanding the Change function 66 96 nderstanding the Main Menu Options 92 nderstanding the Picture Gallery 72 104 nderstanding the Posting Pool 70 102 nderstanding Validity Checks 59 91 pdating prospect files with Buy Change information 49 pdating prospect files with Comparable Change Information 51 pdating prospect files with New Comparables Information 52 pdating prospect files with New Match information 49 sing information in the Selections Tab 43 sing Presentation 37 GSS eG Cree ee cuiu ccc Viewing an Area Survey Report 22 Viewing an Expiration Report 21 120 Viewing attributes 121 viewing Broker Reports 22 Viewing listings from the H
24. appears select the agent s name and click OK To work with multiple records select Multiple When the multiple selection box appears select the agents names and click OK 3 Atthe Agent Editor screen select the Agent Cont tab 4 Click the Get File button At the dialog box click the arrow in the Look In box and locate the directory where the picture file is located 5 Select the file to add by pointing to the filename with your mouse and single clicking 6 Click the Open button 110 Deleting an agent s picture 1 Click Participants from the sliding menu 2 Select Agents To work with one record select Single When the single selection box appears select the agent s name and click OK To work with multiple records select Multiple When the multiple selection box appears select the agents names and click OK 3 Atthe Agent Editor screen select the Agent Cont tab 4 Click the Clear button Editing agent information 1 Click Participants from the sliding menu 2 Select the Agents icon To edit a single agent click the ellipsis associated with single To edit multiple agents click the ellipsis associated with multiple 3 Select the agent s to edit from the single or multiple selection box and edit the information 4 Click Save If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clic
25. bars if necessary Select the record by pointing to the record and single click 5 Selectthe OK button 6 Ifyouhave chosen the Multiple option the export multiple selection box appears on your screen 7 Selectthe records you wish to edit 8 Select OK to continue The appropriate file s appear on your screen Locate the information you wish to edit and make appropriate changes 9 When you are completed with the entry select the Save icon from the ULTREX toolbar ULTREX now places validity checks on the data A message box displays if invalid data is detected Click OK and ULTREX takes you to the field where invalid data has been detected 10 Reenter valid data and click the Save icon on the toolbar 11 Select the Main Menu icon to exit Using Agent Tools What are Agent Tools Located in the Tools menu Agent Tools contains a number of utilities to assist the REALTORQ do their job more effectively Included in Agent Tools are the following Mortgage Aid Mortgage Aid contains two tools Mortgage Calculator and Loan Rates The Mortgage Calculator allows you to estimate the monthly payment which is manageable for the prospective buyer for a given property not including insurance Loan Rates provides access to mortgage information from various financial institutions Prospect Analysis Prospect Analysis features the Prospect Qualification tool With Prospect Qualification you can estimate the maximum price a prospect
26. dialog box that displays select the location of the graphic file NOTE The file selected must be in a graphic file type such as jpg or bmp 4 Selectthe graphic file by pointing to the file name and single click 5 Click Open 6 Click the Main Menu icon to exit Changing the Presentation File Location Because Ultrex has a built in web browser you can save an offline version of a web site or create html presentations for the purpose of showing a client information Ultrex automatically defaults to presentations saved in the Ultrex98 Presentation folder but you can save information in a different location To do this click the ellipsis located at the end of the PRESENTATION field and select the new location When you access presentation through Tools Agent Tools Sales Aides Presentation this file will automatically display Changing Database File locations The Database Files tab on the ULTREX Options screen allows you to set the database file locations for your system The installation process automatically sets the location of the data files to C Program Files ULTREX98 Databases directory on your computer If you are on a network you may want to change the location of certain files to point to your network s server NOTE We recommend changing your database file locations only if you have a network server PLEASE USE WITH CAUTION 1 Select ToolslOptions from the menu bar 2 Atthe ULTREX Options screen click the Database Fil
27. does not allow future dates for the Effective Date field Modify the effective date to either the current date or a preceding date The listing was previously modified A previous change has been made to this listing The listing currently in the pool must be deleted and reentered The status change from Expired to Pending is not allowed A status change not allowed by ULTREX has been attempted Delete listing from pool and enter a legal status change The manual contains a table showing legal status changes The status of Pending on 10 1 96 for listing 1234 cannot precede the current status of Active on 10 15 96 The effective date for a status change should occur after the current effective date Edit the effective date to reflect a date after the current effective date The status of Pending on 10 1 96 for listing 0987 is a date difference of more than 65 days to the status of Active on 2 1 96 Is this information correct ULTREX is asking the user to verify the accuracy of the effective date If the date is correct post if incorrect enter correct date The closing price of 25 000 is greater than 40 for listing 2345 Is this information correct ULTREX is asking the user to verify the accuracy of the closing price if correct post if incorrect edit Selling agent selling office and selling price are required when closing a listing Selling agent office and price are required fields when closing a listing Fill in informa
28. during the downloads If the field is left blank the system will download all property types To designate specific property types click the button at the end of the field to display the list of property types To designate specific property types click the ellipsis and select the property type s Click OK to make selections Cancel to quit Listing Area desired allows you to designate specific listing area s from which you would like to receive listings If the field is left blank the system will download listings from all listing areas To designate specific listing areas click the ellipsis and select the desired listing area s Click OKto make selections Cancel to quit 4 Click the Save icon on the toolbar to save any changes 5 Click the Main Menu icon to return to the main menu Performing a download One of the most important components for successful communications is the modem Your modem must be installed and recognized by Windows before ULTREX Communications will be able to perform a download If you need assistance installing your modem please refer to Windows help for more information Before you attempt a download please follow the instructions for setting up your system for downloading See Setting the MLS phonebook The Download shortcut from the Communicate group will connect you to your MLS server and update the database on your system To perform a download 1 Select View ULTREX Comm from the menu bar 2 C
29. icons located on the toolbar to navigate between Offices Agents What is Agent Information The Information group allows you to access information on all agents participating in your local MLS board Typically an agent refers to anyone who is licensed to list or sell real estate Your board or association bylaws ultimately determine who is entered as an agent in your system Information in the Agent section will display in the Listing and Selling Agent attribute lists in the Listing Editor and searches in ULTREX Agent For more information see Accessing information about an agent Searching for information related to agents Accessing information about an Agent Accessing information about an agent The Agents function gives you quick access to information about agents To access information about an agent 1 Click the Participants group button 2 Click the Agent shortcut icon 25 Select one of three options Single to access information about a single office Multiple to access information about multiple offices Search to search for information about an office To access information about a Single Agent 1 4 Click the ellipsis to the right side of the Single field A selection box appears Click the Agent name for which you want to view information Click OK Information about that agent appears Click the Agent Cont tab for more information To access information about Multiple Agents 1 5 Tip
30. icons located on the toolbar to navigate between Offices Searching for information related to offices 1 Click the ellipsis to the right of the Search field 2 Enter known information 3 Click the Search Results icon located on the toolbar The number of matches appears on the status bar 4 Clickthe View icon located on the toolbar to view offices 5 Click the Office Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Offices Adding an office New offices can be added at anytime from the Participants portion of the ULTREX Entry Follow the instructions below to add an office 1 Click Participants on the sliding menu 2 Click the Offices icon 3 Click the ellipsis to the right of New 4 Enter office information 5 Click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Adding an office logo A logo may be added at anytime to an office record This logo is available for viewing through the Office section of Participants In addition logos can be added to custom reports Please contact Technology Concepts Inc for more information regarding custom reports 1 Click Participant
31. if you are replacing two pictures save and post the first picture before replacing the second picture Deleting pictures Pictures may only be deleted by users with Staff or System Administrator authority 1 Select Tools Delete Listing from the menu bar 2 When prompted enter the listing number and click OK To delete all pictures 1 At General tab select Pictures from list of options 2 Click the Delete Icon A dialog box appears asking you to confirm your delete request Click Yes to delete No to cancel 100 To delete selected pictures 1 On the General tab select pictures to delete from the pictures grid 2 Click the Delete icon A dialog box appears asking you to confirm your delete request Click Yes to delete No to cancel Deleting a listing REMEMBER Any time when deleting listing information always check the Posting Pool All Delete tab and post this information immediately after deleting any listing information If there is no information found in the Since deleting a listing permanently removes the record from the database please exercise extreme caution when using this function This operation can only be performed by the MLS Staff or System Administrator To Delete an Entire Listing 1 From the menu bar select Tools Delete Listing 2 When prompted enter the MLS number s of the listing s to delete and click OK 3 Click the Select AII button OR select Current Listing from list of options 4
32. information The following fields are mandatory fields FIRST NAME OFFICE LAST NAME ACTIVE NUMBER NOTE The format used to enter the agent s phone number is used on the agent s printed reports EXAMPLE 5072894180 or 507 289 4180 or 507 289 4180 Please enter information accordingly 5 Reenter valid data and click the Save icon on the toolbar 6 When you are completed with the entry select the Save icon from the ULTREX toolbar 7 To add another new agent select the New icon and repeat the steps above 8 To post the agent information select Listing Data from the sliding menu and click the Posting Pool icon 9 Click the MLS tab and click the Agents tab found on the side of the grid 10 Mark records to post by double clicking in the Post column A Yes appears on your screen if the record has been correctly marked for posting Click the Post icon Tip e For Local Server To send information to the database immediately click the Post icon Adding an agent s picture The MLS Office staff with an on site server or Technology Concepts can add an Agent s picture at any time This picture is available for viewing through the Agent section of Participants In addition pictures can be added to custom reports Please contact Technology Concepts Inc for more information regarding custom reports 1 Click Participants from the sliding menu 2 Select Agents To work with one record select Single When the single selection box
33. or displayed the owner agent designated is printed at the top of any listing printout where it applies Listing Status ULTREX supports six listing status conditions Active Pending Closed Expired Temporarily Off Market and Canceled Off Market When a listing status is changed the change must be one of the allowed conditions listed in the table below 58 To Status From Status Active Pending Closed Expired Temp Cancel Off Off Market Market Active YES NO YES YES YES Pending YES YES NO YES YES Closed NO NO NO NO NO Expired YES NO NO NO NO Temp Off YES NO NO YES YES Market Cancel Off NO NO NO NO NO Market Understanding Validity Checks When a new listing is being entered or an existing listing is being edited the following validity checks are applied to the data Mandatory Fields A bold label in the ULTREX Entry program designates required fields Listing Number All listing numbers must be unique Current Status Upon status change ULTREX Entry verifies that the status change made is allowable Effective Date The effective date is the day the contract was signed or the date a change took place This date cannot be a future date Expiration Date Three validity checks are placed on the expiration date the expiration date cannot be earlier than the current expiration date cannot be earlier than the effective date and cannot be more months than allowable by your MLS board Sale Information Sale P
34. records while viewing listing information eee ete ene nennen 15 Removing a listing fromthe search results oot erbe t eee dte ee Ra pete 15 Printing search results Printing tax record information EXporting Search results nren a basal tebe i tate dieit uento tus Iis DEESSET Ri sitet eda Bd ashes hse Dae pha UR Ate Hace ea aches Looking up a listing using a List Number esee tenete tret ia trennen tnnt 16 Looking p a listing using n address ee Une eere basen dese AS E eee rer ERE Imi 17 T C M C 17 What are Hot Slheets aee neniocenteetar p mrt b Ptr Dr be tr E IR AAR tte nr A 17 WHAT DOES THE HOT SHEET CONTAIN eere eee ee esiste teta tantu enata toten enata nes ta tonnes ato tenen essen tenen enne toes sessios 18 Creating the Hot Sheets tei e ue e a ed eere e a 18 Printing the Hot Sheet egeo ae ee ae aan pA RAIA AIG aU ROUES 19 Viewing listings from the Hot Sheets 5 iet ne b e ea egent 19 Statistics eld What are Statistics 19 Listings That Went to Closeditab sc eoa hatin ce EREME DIT eant ane eee 19 Listings That Went Off Market Not Closed tab oo cccceeceescscesceseeseeseeseesecaeesecseeseceeceeeeseeaeeseesecsecsecseseeeseeaeeaeeaeeaees 20 Creating viewing and printing a Statistics Report 0 eee eceeeseesceesceecseescsessceecseescsecseeecsessesesseecsesseesses
35. still pending e Percent Pending provides the percentage of properties pending of all currently off market properties excluding temporarily off market that went off market during the specified date range e Number Expired includes all properties that went to expired during the specified date range and are still expired e Percent Expired provides the percentage of properties expired of all currently off market properties excluding temporarily off market that went off market during the specified date range For more information see Creating viewing and printing a Statistics Report Creating viewing and printing a Statistics Report The Statistics Report provides you with information regarding properties within a particular location during a specified date range 1 Click the Listing Data group button 2 Click the Statistics shortcut icon The ULTREX Statistics dialog box appears 3 Enter the date range by using the scroll bar to the right of the From and To fields 4 Select area by clicking one of the six location options A Selections box appears 5 Select criteria 6 Click the Print button to print the report or click the View tab to view results on screen Tips e The date range may also be entered by clicking the field and entering the date using your keyboard e ULTREX defaults to six months prior to today s date Expiration Report What is an Expiration Report The Expiration Report is a management report that print
36. te et ite iG eei re er ERR Bere Repairing databases Compressing your d tab se re hoe en teases EU rp E RED D ep repairing your databases needed eere eer tbt e Eee Rire dg Restoring your databases from backup essere eene neneeneene trente trene tet retn enne te trennt Trimming the database opener edet eee t Dye C e E elie db eee Working with Ultrex Tools 5 e ERE ER TRAE naan bag ete HE EE snobs R Peel ea ee PEE e 80 Ultrex Op tons tits erret me enn e e eate d Ei bete a ds Salant ones ces 80 What are the ULTREX Options uoo Hte e eet tede b a eH EE ER 80 Changing th Sel ctions View etie rettet rer er e e e eee etie tede bea debere 81 Viewing Progress Indicators 81 Changing the Default Search View sese nenne trenetee nennen etre te enitn nennen 81 Changing Database File locations oae dee er n ue eb aed Aedes 81 Changing the Validity Check Message Display esent ener trennen 82 ASent Tools cio Aes i Ro NUUS mue Vnde 82 Calculating a mortgage sinear oirean UO n RR Rt ERR Pel Ue et e Sine 82 Finding loan rates 25393 Hie OH OUR tidem teile ete e n D Qualifying a Prospect vi Table of Contents THE CLOSING PRICE OF 25 000 IS GREATER THAN 40 FOR LISTING 2345 IS THIS INFORMATION C DI iA tE D O f 86 WORKING WITH ON MARKET STATUS CHANGES sseseeseeseeooeeesecoo
37. the Look In box and locate the directory where the picture file is located 5 Select the file to add by pointing to the filename with your mouse and single clicking 6 Click the Open button Deleting a subscriber s picture 1 Click Participants from the sliding menu 2 Select Subscriber To work with one record select Single When the single selection box appears select the subscriber s name and click OK To work with multiple records select Multiple When the multiple selection box appears select the subscribers names and click OK 3 At the Subscriber Editor screen select the Subscriber Cont tab 4 Click the Clear button Editing a subscriber Subscriber information currently in the database can be edited from the Participants portion of the Main Menu screen Follow the instructions below to edit a subscriber 1 Click Participants from the sliding menu 2 Click the Subscribers icon To edit a single subscriber click the ellipsis associated with Single To edit multiple subscribers click the ellipsis associated with Multiple 3 Select the Subscriber s to edit from the single or multiple selection box 4 Edit desired information 5 Click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving informatio
38. the listing data appears make the appropriate edits 6 Click Save Posting a single listing from the Posting Pool If your server is on site you can perform this action 102 If your server is off site everything in the pool will be posted when you click the Post icon 1 2 Click Listing Data from the sliding menu Select Posting Pool The posting pool appears allowing you to select those listings you wish to post To mark individual listings to post double click in the Post column OR Single click on the listing to post and right mouse click Select the Mark to Post option This marks the selected listing for posting A Yes appears on your screen if the listing has been correctly marked for posting Select the Post icon from the toolbar The listing you have selected for posting is sent to the main database At this point ULTREX Entry runs validity checks on the data that has been entered If invalid data is detected you receive an error message indicating the problem Click the OK button to clear the message ULTREX places you directly in the field that needs modification Posting multiple listings from the Posting Pool If your server is on site you can perform this action If your server is off site everything in the pool will be posted when you click the Post icon 1 2 Click Listing Data from the sliding menu Select Posting Pool The posting pool appears allowing you to select those listing
39. the single and multiple selection viewers Using a Single Selection Viewer Single selection viewers are available to select a single piece of information and are denoted by an ellipsis box with three dots at the end of a field This type of viewer is found throughout the ULTREX program as the main method for entering information into the MLS database Follow the instructions below for using the single selection viewer Current Status Eg e Click on the ellipsis box with three dots A selection box appears iw Status Selection ife E3 e Point to the information you wish to select and single click e Click the OK button to select e The appropriate information appears on your screen Using a Multiple Selection Viewer Multiple selection viewers are available to select more than one piece of similar information Follow the instructions below for multiple selection option e Click on the ellipsis box with three dots A selection box appear e The information for you to select is found in the left portion of the screen e To select more than one piece of information highlight the first item you wish to select Holding down the SHIFT key select the last item you wish to select All information in between will be highlighted Click the Select button e To remove information from your selections select the appropriate piece of information and click the Remove button e After you have selected all appropriate infor
40. there are several listings you want to add simply highlight the listings they must be consecutive and right mouse click and select ListingslSelected or All Select for Prospect Saving and Restoring Prospects Saving prospects The Save Prospect function allows you to save your prospect information onto a diskette It is suggested that you do this regularly in case of data loss Since all prospect information stays local on the computer you will also want to save your prospects onto a diskette if you work on two separate systems 1 2 Click the Utilities group button Click the Save Prospects shortcut icon The Save Prospects As dialog appears Insert a diskette into your computer s disk drive and a Save In dialog box appears Select 3 floppy A from the drop down box Click the Save button ULTREX Sales Assistant saves your prospects preferences comparables and property selections onto the diskette 52 Restoring prospects The Restore Prospects function allows you to transfer your prospect information from a diskette to your hard drive CAUTION This overwrites other prospect information currently contained in your hard drive USE THIS OPTION VERY CAREFULLY 1 2 Click Utilities group button Click the Restore Prospects shortcut icon The Restore Prospects From dialog box appears Insert the diskette containing your prospect information into the disk drive From the Look In box select 31 2 floppy A
41. to cancel 125 4 Click the Main Menu icon to return to the main menu Trimming the database NOTE Once the database is trimmed the information is permanently removed Please use with caution 1 Click System from the sliding menu 2 Select Archive 3 Atthe Archive Databases screen locate the Trim button 4 Enter the number of months for off market listings in the box next to the Trim button 5 Click the Make Installation button ULTREX trims the database 6 Click the Main Menu icon to return to the main menu Making installation for a data CD The Make Installation function found on the Archive screen updates the template used for creating data CD s 1 Click Tools Archive on the menu bar 2 Data CD Template should be highlighted in the Archive databases to box 3 Click the Make Installation button 4 The Location to Create dialog box appears click the Open button ULTREX creates the installation file Working with Ultrex Tools Ultrex Options What are the ULTREX Options From the menu bar of the Main Menu screen the ToolslOptions function allows you to select program flow options database files and pool files Normally these are set during the initial program set up and remain the same Program flow options refer to the way ULTREX works on your specific system You may choose how to view both your information and your errors The Database Files and Pool Files tabs allow you to point your ULTREX program t
42. you to estimate the monthly payment for a property Direct your prospect to their lender for the actual mortgage payment 1 Select the following from the ULTREX menu bar Tools Agent Tools Mortgage Aid Mortgage Calculator The Mortgage Calculator appears 2 Enter requested information Use the TAB key on the keyboard to move to the next field After data has been entered click the Calc button ULTREX calculates the payment 3 Click Hi to access the Microsoft Calculator The bottom three fields display the results of the mortgage calculation 4 Click the Main Menu icon to exit the Mortgage Calculator 82 Finding loan rates This may or may not be activated by your MLS Please contact your local MLS office with any questions 1 6 Select the following from the ULTREX menu bar Tools Agent Tools Mortgage Aid Loan Rates The Loan Data Manager appears Select Single Multiple or Search Based on your selection above the following appears on your screen Single A single select box appears Single click the selection to view and click OK Information displays Multiple A multiple selection box appears Select records to view and click OK Information displays Search The Loan Data Search appears Enter search criteria Select the Search Results icon Select the Full View icon to view search results Information that meets your search criteria appears on your screen Click the Main Menu icon to ret
43. 8 98 Entering a new listing 64 94 Entering a price change 67 98 Entering a status change 68 99 Entering Search Criteria 13 Exporting search results 16 Finding a lock box 135 Finding a subscriber 115 Finding an Export Record 33 130 Finding loan rates 35 83 132 Fix History 123 Fixing an unsuccessful download data push 63 history record 149 deleting 124 How do I access the History Editor 123 How does an auto listing number work 65 95 listing history looking up 75 106 Looking up a listing 73 105 Looking up a listing using a List Number 16 Looking up a listing using an address 17 Looking up listing history 75 106 Making a data installation file 126 Matching pictures with a listing 73 104 Modifying a history record 124 multiple offices accessing information 24 77 112 office information editing 114 offices accessing information 24 77 112 searching for information 25 113 off market status changes 149 on market status changes 148 Performing a download 63 Performing a test post 72 104 pictures adding to a listing 66 96 Posting a single listing 71 102 Posting a single listing from the Posting Pool 71 102 Posting multiple listings 72 103 Posting multiple listings from the Posting Pool 72 103 price change entering 67 98 Printing a Comparative Market Analysis 45 Printing a Listing Book 119 Printing a Subscriber Roster 120 Printing an Area Survey Report 22
44. A temporary holding area for all information being entered or changed 145 Property Information A record that contains property related information about the property and any structures on the property These property related records are maintained separately from the listing records Prospect Analysis An ULTREX tool that includes a Prospect Qualification tool that allows you to estimate the maximum price a prospect can afford Prospect Listing Summary Contains the same information as the Agent Listing Summary except for the exclusion of the instruction directions and days on market information Q There are currently no entries under this letter R Repair Searching for and fixing files that may have been effected by an abnormal shutdown of your computer system Residential Feature Sheet for your Prospect The Residential Feature Sheet is designed to provide complete information regarding a listing displayed in plain English for your prospect If a picture for the property is available it will print in the upper left portion of the report The rest of the report contains information specific to the property including specifications a room layout grid with room sizes and descriptions schools and amenities to name a few of the sections Residential Acreage Index A listing that shows all residential properties that have more than 1 acre S Staff Subscribers with Staff access have the same access as broker level an
45. Clickthe Main Menu icon to exit Viewing Progress Indicators The status bar found at the bottom of the ULTREX screen always indicates the status of the function being performed In addition to the status bar ULTREX offers an option to display progress indicators during certain functions such as printing and exporting The progress indicators are message boxes with a bar that indicates the progress of the utility being performed NOTE Displaying the progress indicators can slow down the performance of ULTREX 1 Select Tools Options from the menu bar 2 Fromthe ULTREX Options screen select the desired progress indicators option from the View Progress Indications section 3 Click the Main Menu icon to exit ULTREX options Changing the Default Search View Using the General Search option you can search for properties using very specific definitions ULTREX offers two search options Quick Specifications or Full Specifications Quick Specifications contains the most common search items on one tab The Full Specifications features all possible search fields organized onto various tabs To change your default search view 1 From the menu bar select Tools Options The Program Flow tab appears Choose desired search option from the Query View section 2 Click the Main Menu icon to exit options Changing Database File locations The Database Files tab on the ULTREX Options screen allows you to set the database file locations for your syst
46. E E A A E A AEE O A 91 Io pne rc CR 91 EXPIRATION REPORT m iina 91 E 91 FACT SHEET FOR AGENT USE eee eeeeeeee tenen tenants osna erossa onsi oioi ao asnos saos ta tanen nente tenen esae nene tanen enne i ssas 91 FIX HISTORY s 91 CiecscssississccchasscsnseseusssnevesunceassncnsstessusbinsasbacoscnssassosesssossusssesesbosnasaessasssessesvousbesusupesseentasssnscesibosesbechessntatssiusssaaGesssueeseusosssossesseasisoasesenstetes 91 GRID SHEET sccsssssssssssssssssssssssssssessssesesssscsssssnsesssssesevsesessessnsesessssssnsesessesesessenssnsessssesesesassssesossssssnsesovsssesesesassssosssessnsesassssesees 91 o nr E TEUER E NUM M I USER E AE E O A A 92 HISTORY LOOKUP 92 l0 JM iil00 T U 92 d E E A AIEE E E T E EEN E EA EE Nd Ii nM e Lee iorseisuuE 92 A EAEE A O EAEE O E A E E A A E A dS 92 NEUE EE IEE A EA E 92 Juin ATE EAI V EAI AE T AE N EATE E EEEE 92 LISTING INFORMATION T iaeio 92 LISTING NUMBER siisii insinsero hers ons rs no asen E OE SR aE OE E ERE r nises 92 LISTING STATUS scscssssssssssssssssssssssssssssssssssssssssessssesesssesssssssssssssesesevsessssssnesusossssssusesecsssessessnnsssesssscssssesssessssenssnsosesesseseseees 92 LISTING TRANSACTION INFORMATION ccscsssssssssssssssssssssssssssssessssssssssssssssssessvsssesssesssusoss
47. LOAN QUALIFIED HOME COST The fields that appear are defined below Total income Amount of long term commitment payments i e student loans Annual Income Annual Adjust system generates automatically Percentage of income that can be applied to a mortgage Amount of mortgage system generates automatically Monthly and or yearly property tax amount Monthly and or yearly insurance premium amount Monthly and or yearly mortgage payment system generates automatically Down payment amount based on displayed percentage Amount of home loan Maximum amount for which a prospect qualifies 2 Enterinformation Use the Tab key on your keyboard to move to the next field As you leave a field calculations appear in the yellow fields 3 Select the length of loan in the Loan Years box 4 Adjust the percentage of down payment by using the arrows found at the end of the field or by clicking in the field and typing the new percentage 5 Adjust the loan rate percentage by using the arrows found at the end of the field or by clicking in the field and typing the new percentage ULTREX automatically displays the maximum price the prospect hypothetically qualifies for in the QUALIFIED HOME COST field 6 Click the Main Menu icon to return to the main menu Working with MLS Tools Understanding MLS Tools ULTREX offers a number of tools that allow you to generate non dues income that can convert your MLS from a cost center t
48. MLS database For a remote server information in the Posting Pool is sent to the MLS database during a listing upload To send the listings to the MLS database the user will enter ULTREX Communications and perform a listing upload The listings in the Posting Pool will be uploaded to the MLS database Options available in the Posting Pool Viewing or Editing from the Posting Pool Posting a single listing Posting multiple listings Performing a test post Editing listing data from within the Posting Pool 1 Click Listing Data from the sliding menu 2 Click the Posting Pool shortcut icon 3 Highlight the listing you want to edit 4 Right click on the listing you highlighted and select Edit 5 When the listing data appears make the appropriate edits 6 Click Save Printing listing data from within the Posting Pool 1 Click Listing Data from the sliding menu bar 2 Click the Posting Pool shortcut icon 3 Highlight the listing s 4 Click the Print button Posting a single listing from the Posting Pool if server is at MLS Office Only If your server is on site you can perform this action 1 Click Listing Data from the sliding menu 2 Select Posting Pool The posting pool appears allowing you to select those listings you wish to post 71 3 To mark individual listings to post double click in the Post column OR 1 Single click on the listing to post and right mouse click 2 Selectthe Mark to Post option This
49. Main Menu screen the ToolslOptions function allows you to select program flow options database files and pool files Normally these are set during the initial program set up and remain the same Program flow options refer to the way ULTREX works on your specific system You may choose how to view both your information and your errors The Database Files and Pool Files tabs allow you to point your ULTREX program to the necessary directories The options you have are 27 Changing the Selections View Changing the Default Search View Changing the Validity Check Message Display Viewing Progress Indicators Changing the Main Menu Background Changing the Presentation File Location Changing Database File locations Changing the Selections View ULTREX offers numerous options for viewing MLS data From ToolslOptions you can designate which view displays for each of the three view buttons found on the toolbar and Listing Lookup 1 Select ToolslOptions from the menu bar The ULTREX Options screen appears 2 Inthe Selections View section click the ellipsis of the view you wish to modify A single selection box displays all view options Point to the desired selection and single click 3 Clickthe OK button to select 4 Clickthe Main Menu icon to exit Viewing Progress Indicators The status bar found at the bottom of the ULTREX screen always indicates the status of the function being performed In addition to the status bar ULTREX offers an op
50. OSPECT LISTING SUMMARY casio ertt estoit tue a tiec pied cielos uet pp i idle od Sto DU 94 epee cae TOE NOPE Stet ROM SOME LA e mar Ra Md e M Mi CRIMES TOE TE ND et ut 94 Roc UI UM I A CE LM I 94 je D a I AENEA uuu EAE E LL A LEM DL D TU AE 94 RESIDENTIAL FEATURE SHEET FOR YOUR PROSPECT eessssessssssssssssssssssssnssssssnssssssnssssssnssesssnssenssnssssssnssesssnesensen 94 RESIDENTIAL ACREAGE INDEX i29 etieudestutetbeiu deca tuu eade ui qui tutt cu ga fa 94 Sec E UE Tl meu m t m TIE eC RRM A 94 IV y wished seg eee Edd t ILL M duda C E 94 STATUS CHANGE 2 acebtatit udabasda Deka uat E MM ERA REI ME LA E d LEE n 94 SUBSCRIBER INFORMATION cien eteuei ue iiio tuc antis e in diustabe dapi at le teu ge dd 94 SUBSCRIBERS ceense daa ted dM Eu I A MM LM MAE EU 95 SYSTEM ADMINISTRATOR 2eiotiespteedc dau pli tameu p D an ED Ed 95 Ra nd DAE LM I M MM M M E C ION 95 Before you Begin Understanding the Windows Desktop Basic Windows functions and definitions ULTREX is a Windows based program To effectively use the ULTREX program it is important to be familiar with a number of basic Windows 9 95 terms and functions Below are some of the basic terms and functions that are referred to in the online Help system Windows Desktop Start Menu The button labeled Start used to open programs Taskbar Normally located at the bottom of the Desktop the taskbar contains the Start menu and all open programs Desktop The Windows 95 main screen Icon A pictur
51. RIBER INFORMATION e DA 57 Understandings Data Op rations uoo neo Rear HERE ARI ED UTERE DEAN EE EE E een etn ete eee eee 57 AT pee c Um 57 Ier RR LR 57 j i be RIE E E 57 19 0 D A i Orson EE M D TR MT EE 57 Table of Contents Understanding database rules definitions esses enne ESEE Ei e i Ee 57 AGENTS OFFICES AND AGENCIES iissssssecoscssnecessnsnssbesnstecssssonesosesenessessuesssssosesondoonscedensnedebsnssiasadssnscoussonscoseuchessstnousscessonssones 57 LISTINGS AND PROPERTIES scccsciscssssszonsicssesesveusnsvestuiaseseisensesnetensvovenchsbesedsbsbentbcbsesusasessisenthivessadbsasessedesbuctonsvenenstscsosei sbsstbcbens 57 LISTING NUMBERS ree T 58 LISTING ANCHOR Ec 58 LISTING ACTIVITY INDICATORS err 58 LATO EXE D bes EEAS 58 IBI ORI PENDET aeeoea E SE NS eesi TEE EESE SEa S ie ne 58 Understanding Validity Checks 4 2 etti a E A et e Ue AA ees 59 Understanding Authorization L v ls eoceiete meets A aE EE R e A AT 60 ASSIS TANT ie Seno SESE ST SSi ESRT S 60 AGEN CC H 60 STAB ge M 60 SYSTEM ADMINISTRATOR 4 iet esssseesereseeetveeso cese tvereeve eere bee Eve iei
52. See Windows 95 Help to modify the date on your system ULTREX Sales Assistant gives you the option of adding comments for any listing NOTE ULTREX Sales Assistant automatically places the date this listing was added to the selections list in this field You may edit this field by following the instructions below 1 Select the Comments field using your mouse 2 Using your keyboard enter appropriate comments This field holds up to 60 characters Removing a listing from the Selections List At any time you may remove a listing from your prospect s selection list Use the following procedure to remove a listing 1 From the Selections tab highlight the listing you wish to remove using your mouse 2 From the ULTREX toolbar select ViewlListings Selected Remove from the Prospect s Selection 3 If you wish to remove all listings select View Listings All from the Prospect s Selection 4 A message box appears asking you to confirm your removal request Select OK to remove the listing or Cancel to quit 5 Ifyou have chosen to delete multiple listings you must confirm the deletion of each listing Tips e You can also use the right mouse option to remove selected listings by right clicking on the mouse and selecting ListingslSelectedlRemove from the Prospects Selection Printing Reports 1 Click the Print icon located on the toolbar 2 Click the desired report name and click Select Repeat until all desired reports are
53. The Ultrex Solution Technology Concepts ULTRE MLS User s Manual Technology Concepts Inc Rochester Minnesota Fargo North Dakota February 2000 ULTREX MLS THIRD EDITION February 2000 This publication could include technical inaccuracies or typographical errors Changes are periodically made to this information These changes will be incorporated in new editions of this publication Technology Concepts Inc may make improvements and or changes in ULTREX 98 MLS and or this publication at any time Additional copies of this publication and or the updated version can be ordered from Technology Concepts Inc ULTREX MLS User s Manual is a trademark of Technology Concepts Inc Windows is a registered trademark of the Microsoft Corporation OCopyright Technology Concepts Inc 1998 1999 2000 All rights reserved Corporate Offices Lexington Building 1027 7th Street NW Rochester MN 55901 Phone 507 281 9136 Fax 507 281 0535 ULTRE S A product of Technology Concepts Inc Customer Service 507 289 4180 Web Site www ultrex com National Sales Office 1301 30th Avenue South Suite 102 Fargo ND 58103 Phone 701 297 4200 Fax 701 297 4201 Table of Contents Contents CONTENTS torem A M ERR MEE I BEFORE YOU BEGIN Porn 1 UNDERSTANDING THE WINDOWS DESKTOP sscsccssssssscosesssscesssssscesesssscesenssscesenscscesenssscesenssscecesssscesensescesensssesenes 1 Basic
54. UNDE NE PUER oaeoi Soo Ue Uude peine Fe ertt eve sisis si Eose eS 60 STEP BY STEP PROCEDURES cete e e e E ERROR EE Ye ELA ERI HR eren eee ee e e hens 60 Starting ULTREX Er aee edt adeat ER UE REIR eR E 60 Setting up ULTREX Communications Setting up the MLS Phonebook Setting up your modem properties Customizing the download Re Dial Attempts 2a oret Hte ree ete tad atte rire eee aed t P ie a ERR E t TO CONTROL THE LISTING INFORMATION DOWNLOAD USING THE DATA TA B ereeeee eerte enne 62 Performing a dowhlodds s vi e e ten aee cp Oe e tee dae e eee ade ta n eH Ae THREE Reste 63 Fixing an unsuccessful download data push essent etre tr trennen teet tne teens 63 he Retry Update Shotti ana oae RORDRORARUOEE IRI RID eb en eI En 63 The Download Date Shortcut aee ere Rome ep ebat e ce ede e EO pt eei 63 Working with Listing Information a ER eee sti t ee EE te el ek reas ea e ege EUH IRE ER ee ea de cbe PEE ASA N dE ende 64 Entering anew listmng s oso e eem ne a eet e de es e I CU E be redeat 64 Whatisan auto listing number rannan RU eee RU GIRONE 65 How does an auto listing number work ooo ees eeesseseseeseesessescseesceeeseescsecseesesesscecseescsessceecseeseesseassesseeesseeeeseeaeees 65 Addinga picture toa listin teirinn REDE GER PORRO TRE ee eee 66 Changing Listing Information 3 35 eee e E aos eed didt ere ed tede 66 Understanding the Change function
55. Year Built e Acres Garage Stalls Total Square Feet Ownership House Style Current Status Location Information City Area Region High School Middle School Elementary School 12 Full Search The Full Search features all possible search fields broken down into various tabs The system defaults to the Quick Search option however the Full Search is easily accessible from the Quick Search screen If you wish to change your default search use the following instructions 1 From the toolbar select Tools Options 2 Selectthe Program Flow tab 3 From the Query View box select Quick for Quick Search option or Full for Full Search option For more information see Entering Search Criteria and Searching the Database Entering Search Criteria 1 Click the Listing Data group button 2 Click the Property Search shortcut icon 3 The General Search form appears 4 Clickthe field you wish to define criteria for and type the criteria Enter criteria in as many fields as you wish 5 Fora Full Search click on the Full Specs tab to reveal additional tabs on which to enter additional search criteria A box with three dots referred to as an ellipsis located at the end of the field indicates that a pre defined attribute list exists for that field The information is presented in either a single select box ora multiple selection box To enter information in a single selection box 1 Click the ellipsis A singl
56. a lock box New lock boxes can be added at anytime from the MLS Tools Follow the instructions below to add a lock box 1 Select Tools MLS Tools Lock Box from the menu bar The Lock Box Manager appears 2 Select New A blank Lock Box Editor form appears on your screen 3 Enter the requested information 4 When you have completed the entry select the Save icon from the ULTREX toolbar ULTREX now runs validity checks on the data A message box displays if invalid data is detected Click OK and ULTREX takes you to the field where invalid data has been detected 5 Reenter valid data and click the Save icon on the toolbar 6 Selectthe Main Menu icon from the toolbar to exit For Remote Server Information is sent to the server during listing upload For Local Server To post information to the database from the Posting Pool 7 Select Listing Data from the sliding menu 8 Click Posting Pool 9 Click the All tab 10 Click the Lock box tab found on the side of the grid 135 11 Mark records to post by double clicking in the Post column A Yes appears on your screen if the record has been correctly marked for posting 12 Click the Post icon from the toolbar Editing a lock box Lock box information currently in the database can be edited at anytime Follow the instructions below to edit a lock box 1 Select Tools MLS Tools Lockbox from the menu bar The Lock Box Manager appears on your screen 2 Selectthe Sin
57. a prospect Adding information using the Specifications Tab essent rene eren rennen 47 Adding a listing from the Selections List ener eene esris eisereen son oieee soa 47 Market Tracking Jor BUyerss z ace ite e Ro aO RO RR RUE e nih Eocene en 48 Whatis Market Tracking for Buyers occ gebe ege it beer Pe eee 48 BUY CHANGES 48 NEW MATCHES s cost cosatosesetvcesnivtedSonsveceusevelasvonestedssnsvencndosnseabebsbseewesontuenshsnsees onedeceusaseleeubesnsueesdbushenteberadecosbenebessesetesnantesooed 48 Searching the dat base for buy changes teinte toto Renee npo Rupe ce Re euer eger ERR Ie gu hope een 49 Updating prospect files with Buy Change information eese ener etre eene renes 49 Searching the database for New Matches 3e b ee nete tede pre SU Se S R EE 49 Updating prospect files with New Match information teen nre etre nennen nnne 49 Market Tracking for Sellers eere What is Market Tracking for Sellers COMPARABLE CHANGES sisscssascscssnsstochesusescsssuntesseussssseonsesestansceesedustcesspuesstesnnostedesusudesessotcedssveasedeononseceosanesdeawaucsescuadstevabenedbess 50 NEW COMPARABLES si csssssccssbassseteseassecessvestssntocoeusasvesdessavessobegnaccossbodesssasnseteseaatedessansass S EOR EEr a ESE EENES 50 SEARCHING THE DATABASE FOR NEW COMPARABLES sesssocsocsoscsecsseosooscoscossoccosssscoscoscoscossossossossossose
58. a push is unsuccessful If the data push is unsuccessful simply select the Retry Update button and ULTREX Communications attempts the data push again The Download Date Shortcut The Download Date shortcut from the Utilities group allows you the option to reset your current download date to the previous download date This function is used if some problem occurred during the download process and it was necessary to retry the download 1 From the Utilities group select the Download Date shortcut A message box appears asking you to confirm your desire to reset the download date This message box displays your last download along with the previous download date 2 Select Yes to continue and repeat the download process or No to quit 63 Working with Listing Information Entering a new listing 1 2 Click the Listing Data group button Click the New shortcut icon The Listing Editor appears Select the property type of the listing by clicking the box to the left of the appropriate property type ULTREX allows multiple property types Simply click all appropriate property types Click in the Listing Number field and begin entering listing information If your board has selected the auto listing number option the Listing Number field on the Entry form will be blank and ULTREX will automatically place AutoNum in the Listing Number field The listing number is assigned after the listing is posted See instructions below for ent
59. acn ch canis anes pee RR ERAHOHEB AR HRS Understanding the Picture Gallety i eae e ea oH ue bee be n e etii Matching pictures with a listing essent etre etetne teen treten trente teens nnt re tne nntne nes Working with the Listing Lookups en e ene RUN er ee RES Ee ie e ia ed e des Looking tip listing aer nan E AATA Map oe HERR Ue To Search Using MLS Number m To Search Using Full or Partial Street Address essent trennen netten trennen tne nnnne nes Working with a History Lookup 5 eee e eee ee e RR eee tito etse a Und rstanding History Eookups eso nisin pind HAA AID Hp ee eERERPEE Looking up listing history oorpore ene ie Ce nee gae ee A o ip eee db ee To Search Using MES Numbers RU RHUD ER NH UOI e dwegueng andae To Search Using Full or Partial Street Address essent tree A i Understanding Messages estet er rg eR Eb tede die te ai v teer eure cei te npe aneii Viewing M ss ge s 1 d baa icit tette dae die Ede y ta ee o Se ibd e Deleting Messages Understanding Avent InlOrmatiofi ono e EE EE NO IE He iR Eee eerte eiiis Accessing inform tion about an agent soient ied ee eet n E prece eee de e e EP a EUH a Understanding Office Informaliori ini e en e ee e e Re RR HH NERA e ee den Accessing information about an office eren eterne nette tete tne nnne Working wuh Archives ee Lr ER ERE GR UENIRE NEUEN Ie AU d P RN Rei A oe e eae Archiving Gata oae a dona oco ete HIR
60. ager allows you to define the information you would like to export to programs to which ULTREX provides connectivity NOTE Please check with the specific program vendor for information regarding any additional charges MLS data release forms etc For more information see Finding an Export Record Adding an Export Record Editing Export Information 32 Finding an Export Record If you need to search for an export record using specific criteria the Search button allows you to access the Export Query 1 Select Tools Export from the menu bar The Export Manager appears Select the Search option The Export Query dialog appears Enter search criteria Select the Search Results icon to search for record Select the Full View icon to view search results Information that meets your search criteria appears on your screen NOTE This information is for viewing only Adding an Export Record New exports can be added at any time from the Tools menu 1 2 Select Tools Export from the ULTREX menu bar The Export Manager appears Select New and a blank Export Editor form appears on your screen Enter information The NAME field is the description or name of your export The EXPORT LABEL field is a Yes No field and it means that the field name would accompany the information when it is exported if you select Yes For example Listing Price 130 000 would be extracted if you select Yes and if you select No only the actu
61. al price would be extracted not the field name that identifies the information The EXPORT TYPE is the format that the information will be exported to In the EXPORT FROM field select home mdb When selecting EXPORT FROM TABLES and EXPORT FROM FIELDS options it may be helpful to look at an entry form as the Table names correspond with the sections from which the information is located and the Field relate to the information within each section The TABLES selected most often are Listing Property Property Features Home Home Features and Home Rooms When selecting which fields you wish to extract you need to place them in the order in which you would like for them to appear in your final document Use the Move Up and Move Down buttons to re arrange if necessary Click the Save icon Depending on which information you have selected to export you may be asked how many records you wish to have extracted For example Home Features Amenities you must decide how many of those will be extracted when you do your export 33 Editing Export Information Export information currently in the database can be edited at any time 1 Select Tools Export from the ULTREX menu bar The Export Manager appears 2 Selectthe Single option to edit a single record or select the Multiple option to edit more than one record 3 If you have chosen the Single option the Export Selection box appears 4 Locate the record you wish to edit using the scroll
62. an allowable by your MLS board 91 Sale Information Sale Price Sale Agent Sale Office Financing and Sale Concession fields must be empty in an active property Selling Price If selling is more than x higher or lower than the current price a message will appear Your MLS board defines the percentage Understanding Authorization Levels Authorization level refers to the data users can access and what they can do with the available data ULTREX Entry supports six authorization levels The following is a brief explanation of the six authorization levels Public This authorization level will be defined at a later time Please do not use at this time Assistant This authorization level will be defined at a later time Please do not use at this time Agent Subscribers with this authorization level can download listings from the MLS server view listing data through ULTREX Agent or Sales Assistant access prospect and market tracking through Sales Assistant run statistics survey and hot sheet reports run an expiration report on listings owned by him her receive messages view Office and Agent phone book information view attribute information and archive databases Someone who has Agent authorization does not have to be a licensed real estate agent Broker Subscribers with Broker access have the same access as agent level and are able to run an expiration report on all listings owned by that office Staff Subscri
63. arable changes 1 Click the Market Tracking group button 2 Click the Comp Changes icon ULTREX automatically searches the database and displays information Updating prospect files with Comparable Change Information 1 Search the database for comparable changes as described in Searching the database for Comparable Changes 2 Access prospect file s as described in What are Prospects 3 Click the Selections tab Check marks will denote that a Comp Change was detected 4 Click the check mark A dialog box appears asking if you want to update this selection 5 If yes click OK Searching the database for New Comparables The New Comps shows listings that fall within the search criteria selected for each of your active seller prospects since your last search or from an MLS date you select To search the database for New Comps 1 Click the Market Tracking group button 2 Click the New Comps icon and a Market Data Range box appears 3 Select Date for Search and click Search ULTREX automatically searches the database and displays relevant information 51 Updating prospect files with New Comparables Information 1 Search the database for comparable changes as described in Searching the database for Comparable Changes Double click on the listing you want to add so you can view the option If you want to add it to the prospect file click select box ULTREX automatically places that listing on the Selections tab If
64. arch results select comparable properties 13 Click the Back icon 14 Click on the Selections tab Printing a Comparative Market Analysis This procedure assumes that you have created a sell prospect file entered subject property information entered search criteria and viewed and selected listings for use as comparables 1 Access sell prospect s file 2 Click the Selections tab 3 Click the CMA button located on the bottom of the selections window The CMA Worksheet appears and the subject property is listed on the left side of the window 45 Adjustments can be made to the comparable property by entering amounts in the fields adjacent to each listing description As you tab to the next field the total adjustments and adjusted price fields will fill automatically Changing a prospect s status Because Market Tracking looks at your prospects that are currently active you may want to change the status of those clients with whom you are not actively working to inactive To do this simply access the prospect s file and put No in the Active field Deleting a prospect You can delete a prospect from your system at any time Remember If you are working on two separate systems you will have to delete the prospect off both systems This option deletes the entire prospect file including personal information buyer and or seller specifications and buyer and or seller selected listings Use this option very carefully
65. arket the information provided in this report is valuable You may use the information in a general sense to keep your clients up to date on market activity or you may use the information specifically for a particular client Based on selections made this report provides the number of listings and average days on market within a price range It also provides average low and high price as well as average market time for listings within each market status The statistics provided by the report are based on selections made from a selection screen The report is divided into four groups of statistics based on status The price ranges in the report reflect the list prices for all statuses except for closed status which will reflect sale price The criteria of these groups changes with the selection of a date range Following is a description of how date range affects the output of the report No date range selected If a date range is not selected the report will include the following e All Current Active Listings which reports the number of currently active properties e All Current Pending which reports the number of currently pending properties e Closed in the Last Year which reports all listings that went to closed status in the last twelve months e Expired in the Last Year which reports all listings that went to expired status in the last twelve months Date range selected If a date range is selected the report will include the following
66. arket Data Range box appears 3 Select Date for Search and click Search ULTREX automatically searches the database and displays relevant information Updating prospect files with New Match information 1 Search the database for new matches as described in Searching the database for new matches 2 Double click on the listing you want to add so that you can view the option 3 If you want to add it to the prospect file click select box ULTREX automatically places that listing in the Selections tab If there are several listings you want to add simply highlight the listings they must be consecutive and right mouse click and select ListingslSelected or All Select for Prospect 49 Market Tracking for Sellers What is Market Tracking for Sellers Comparable Changes The Comparables Changes shortcut from the Market Tracking group allows you to monitor your active sellers property selections These property selections are found in the Selections tab within your active sellers property folder NOTE The Comparable Changes shortcut searches for changes in all of your active sellers property folders Comparable changes are listed in alphabetical order according to prospect For each prospect the property selections that have changed appear with the changes Changes that are noted in this report are status changes and price changes The old status or price appears along with the new status or price New Comparables New Comparable
67. ation The result is a system that has been carefully tailored to meet the needs of MLS boards brokers and individual REALTORS ULTREX Entry ULTREX Entry is a central computer based system that creates maintains and distributes a master copy of the MLS database The master copy of the database is kept on a computer called the server The server can be either local or in a remote location If the server is local the computer is in the MLS office Because the server is located in the same building the MLS staff connects directly to the server and sends data to the MLS database through a network With a remote location the server is not in the MLS office but in another location such as Technology Concepts Inc The MLS staff connects to the server and sends information to the MLS database using a telephone line and the ULTREX Communications software Five property types are currently supported in the database Residential Multi Unit Commercial Farm and Building Sites Database updates and changes are distributed on demand to the ULTREX Agent program The data entry software has extensive controls to assure that the data entered is accurate and complete The following ULTREX Entry attributes form the foundation of the ULTREX System Accurate Many MLS automation systems were designed primarily for book publishing These systems lack the design and controls that assure accurate data With the ULTREX System much of the data entry is done
68. ation to a listings current price status contingency or expiration date and is commonly generated from a change form All status changes are logged in the history table creating both the listing history and the basis for statistical information generated from the ULTREX System Because it is vital that transaction data is entered accurately all status changes in ULTREX are performed using a special tab found with the Listing Editor entitled the Transaction tab The Transaction tab provides the only access to the fields needing modification for transactions and runs strict validity checks on the entered information to assure correctness Editing a Listing Once a listing has been posted to the server there is information that can only be edited or changed by your MLS Office Staff or Technology Concepts Changes that must be called into the MLS Office include Room Grid Information Amenities Finance Information Pictures and Grid Information found in Multi Unit and Farm You can add information to what has already been posted but you cannot delete the originally posted information 1 Click Listing Data from the sliding menu 2 Click the Change shortcut icon 3 Enterthe MLS number or address of the listing to be edited 4 Click OK The Listing Editor appears 5 Click in field s containing information you want to edit and make changes 6 Click the Save icon If your server is off site information will be sent to the MLS Office during List
69. atus price or contingency This type of listing maintenance is done through Change found within the Listing Data group Within Change there are two types of functions that are used for listing changes edits and transaction changes Understanding the fundamental difference between these two functions is essential to ensure listing information accuracy The options available for Change are Editing a listing Making a status change Adding pictures to an existing listing Replacing an existing picture 66 What is an Edit An edit to a listing refers to the act of either modifying incorrect information or entering additional information to the listing Some examples include adding comments augmenting an amenities list or correcting a street address Edits to a listing can be made at any time during a listing s history with users receiving updated listing information during their download You will notice that there are a number of fields that are unavailable for editing through the Listing Editor These fields contain important history information that is modified during a transaction change What is a Status Change A status change is a modification to a listing s current price status contingency or expiration date and is commonly generated from a change form All status changes are logged in the history table creating both the listing history and the basis for statistical information generated from the ULTREX System Because it is v
70. bar 5 Click on the View icon located on the toolbar to view Agent information 6 Click the Agent Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Agent information Searching the database 1 After entering search criteria click the Search Results icon located on the toolbar The number of search selected listings appears on the status bar 2 If desired add or delete search criteria to narrow or widen search and click on the Search Results icon again Tip e To view listing s see Viewing Search Results Viewing search results To view search results 1 Click one of the View Option icons on the toolbar 2 Toselect a different view click a different view icon For additional information on reading the history information see Reading the history editor grid Tip e Use the Previous and Next icons located on the toolbar to navigate between Listings when in Agent or Full View 14 Viewing tax records while viewing listing information 1 Perform a listing search using Full or Quick Specs 2 View your listings by clicking the Full View icon this procedure assumes you have defaulted your Full View icon to Agent view See Customizing view icons for more information 3 Click the Property tab and then the Taxes Legal sub tab to view tax information Removing a listing from the search results After reviewing the search results you may wish to remove select
71. bers with Staff access have the same access as broker level and are able to change any listing in the MLS database delete listings fix the history of a listing can create and send messages enter edit and delete subscribers enter and edit agents offices and attributes authorize agents or brokers to enter and edit their own listing information print listing and sold books run an expiration report on all listing owned by the MLS and print other MLS reports System Administrator A subscriber with System Administrator level authorization can access all ULTREX system information Currently only Technology Concepts Inc can authorize an individual for the System Administrator service level Working with Listing Information Understanding the Main Menu Options From the Main Menu screen you can access all the MLS functions you need to keep organized and efficient Following is a broad overview of the main functions 92 Listing Data The Listing Data portion of the Main Menu screen allows you to enter a new listing make changes and edits to listing information view the posting pool add pictures to listings look up listings and look up listing histories Most listing maintenance is done from this section Participants The Participants portion of the Main Menu screen provides access to information about those who use the ULTREX system This includes offices agents and subscribers Also included in this section is the Message
72. box appears change number of copies printer location as necessary 3 Click OK to begin printing the report Creating viewing and printing an Expiration Report The Expiration Report provides you with a list of your expired listings based on specified search criteria 1 Click on the Listing Data group button 2 Click on the Expiration shortcut The Expired Listings dialog box appears 3 Select type of report 4 Enter the date range by typing specified dates in the From and To fields 5 Click the Print button to print the report or click the Print Preview button to view results on the screen 120 Understanding System Information Working with Attributes Understanding Edit Attributes ULTREX depends on the definitions of various attributes to describe listings and property The MLS board prior to system installation generally defines these attributes Occasionally attributes may need to be added or edited The ULTREX software allows that flexibility through the Attribute Manager Specifically attributes are all the descriptive terms used for listings and property This would include location information interior and exterior property descriptions along with parcel information Regions schools heat type and road type styles are all examples of these descriptors Attributes appear within various tabs within the Attribute Manager Location Tab The Location Tab contains attributes describing the location of the property listing
73. bscribers Adding a subscriber New subscribers can be added at anytime from the Participants portion of the Main Menu Follow the instructions below to add a subscriber 1 Click Participants from the sliding menu 2 Click the Subscribers icon 3 Click the ellipsis to the right of New and enter subscriber information 4 Click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Adding a subscriber s picture A picture may be added at anytime to a subscriber s record This picture is available for viewing through the Subscriber section of Participants In addition pictures can be added to custom reports Please contact Technology Concepts Inc for more information regarding custom reports 1 Click Participants from the sliding menu 2 Select Subscribers To work with one record select Single When the single selection appears select the subscriber s name and click OK To work with multiple records select Multiple When the multiple selection box appears select the subscribers names and click OK 116 3 Atthe Subscriber Editor screen select the Subscriber Cont tab 4 Click the Get File button At the dialog box click the arrow in
74. by listing number and address 65 In addition a text file containing the summary information named TestResult txt is located under the directory C Windows Temp The user can open and print this file using Notepad or other text editor Adding a picture to a listing NOTE Picture files must be in a graphic type such as jpg or bmp 1 Click Listing Data from the sliding menu bar 2 Click the Change shortcut icon 3 Enter MLS number s of listing s 4 Clickthe Picture tab 5 Click Add New 6 Select directory where the picture file exists and click the filename of the picture 7 Click Open and the picture appears ULTREX automatically assigns the picture a sequence number and picture number one will be the main picture used throughout ULTREX 8 Enter description in the Description field if desired 9 Click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool NOTE This function is for the MLS office only Changing Listing Information Understanding the Change function During the course of a listing s history it may be necessary to make corrections to a listing additions to a listing and reflect normal changes in a listing s st
75. can afford to purchase This function does not guarantee that the prospect will be approved by a financial institution 34 Office Tool Office Tool offers quick access to the Windows system calculator Sales Aides Sales Aides offers an Internet browser within Ultrex for the purpose of viewing html presentations or when connected to the internet you can view web sites For more information see Calculating a mortgage Finding loan rates Qualifying a prospect Using Presentation Calculating a mortgage The Mortgage Calculator allows you to estimate the monthly payment for a property Direct your prospect to their lender for the actual mortgage payment 1 Select the following from the ULTREX menu bar Tools Agent Tools Mortgage Aid Mortgage Calculator The Mortgage Calculator appears 2 Enter requested information 3 Usethe TAB key on the keyboard to move to the next field 4 After data has been entered click the Calc button ULTREX calculates the payment 5 Click Eito access the Microsoft Calculator The bottom three fields display the results of the mortgage calculation 6 Click the Main Menu icon to exit the Mortgage Calculator Finding loan rates This may or may not be activated by your MLS Please contact your local MLS office with any questions 1 Select the following from the ULTREX menu bar Tools Agent Tools Mortgage Aid Loan Rates The Loan Data Manager appears 2 Select Single Multiple or Search 3 Based o
76. can be performed either prior to an initial posting or after a posting has failed 1 Click Listing Data from the sliding menu 2 Click the Posting Pool shortcut icon 3 Click the Test Post Results tab 4 Clickthe Test Post button ULTREX simulates a post and returns a message for each listing indicating the test post result Working with the Picture Gallery Understanding the Picture Gallery With a few clicks of the mouse the Picture Gallery matches a picture to its corresponding listing via MLS number ULTREX offers this utility as another option for adding pictures to listings and can be useful 72 when it is necessary to match a number of pictures to listings Following is a brief explanation of how the Picture Gallery works The Picture Gallery looks at the graphic files that have been placed in the C Program Files ULTREX98 Databases Gallery directory and compares them with listings residing in the MLS database It doesn t matter to ULTREX if the images come from a scanner digital camera or some other source but the images must be in the Gallery subdirectory We recommend graphic images be in the JPEG jpg format In addition the file name must be the same as the MLS number of the corresponding listing After reviewing the graphic files ULTREX returns two lists pictures without a matching listing and pictures with a matching listing Options become available to overwrite existing pictures delete the original picture file a
77. croll keys located beside the field or click the entry field and enter to desired number of pictures Maximum time to keep pictures allows you to set the amount of time to keep pictures for off market listings on your system To change the amount of time to keep off market pictures use the scroll keys located beside the field or click on the entry field and enter the desired time in months Maximum time to keep listing data allows you to set the amount of time to keep off market listings on your system To change to amount of time the keep off market listings use the scroll keys located beside the field or click on the entry field and enter the desired time in months Property Type desired allows you to designate which property types you would like to receive during the downloads If the field is left blank the system will download all property types To designate specific property types click the button at the end of the field to display the list of property types To designate specific property types click the ellipsis and select the property type s Click OK to make selections Cancel to quit Listing Area desired allows you to designate specific listing area s from which you would like to receive listings If the field is left blank the system will download listings from all listing areas To designate specific listing areas click the ellipsis and select the desired listing area s Click OK to make selections Cancel to quit Click t
78. d Select the type of attribute list by clicking the ellipsis at the end of the appropriate type After entering the attribute information click Save If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Editing attributes From Edit Attributes you can edit existing attributes and add new attributes to the ULTREX database 1 2 Click System from the sliding menu Click the Edit Attributes icon To edit a single attribute select Attribute Options Single Selection To edit multiple attributes select Attribute Options Multiple Selection Select the tab containing the attribute category you wan to edit Select the type of attribute list by clicking the ellipsis at the end of the appropriate type Select the attribute s you want to edit from the single or multiple selection box After editing the attribute information click Save If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posti
79. d Select the Full View icon to view search results Information that meets your search criteria appears on your screen NOTE This information is for viewing only Adding an Export Record New exports can be added at any time from the Tools menu 1 2 Select Tools Export from the ULTREX menu bar The Export Manager appears Select New and a blank Export Editor form appears on your screen Enter information The EXPORT LABEL field is a Yes No field and it means that the field name would accompany the information when it is exported if you select Yes For example Listing Price 130 000 would be extracted if you select Yes and if you select No only the actual price would be extracted not the field name that identifies the information Inthe EXPORT FROM field select home mdb When selecting EXPORT FROM TABLES and EXPORT FROM FIELDS options it may be helpful to look at an entry form as the Table names correspond with the sections from which the information is located and the Field relate to the information within each section The TABLES selected most often are Listing Property Property Features Home Home Features and Home Rooms When selecting which fields you wish to extract you need to place them in the order in which you would like for them to appear in your final document Use the Move Up and Move Down buttons to re arrange if necessary 130 Click the Save icon Depending on which information you have selected t
80. d Sold Books addresses will appear as part of either the header or footer of a printout Accessing information about an office Adding an office Adding an office logo Deleting an office log Editing an office Deleting an office Accessing information about an office The Office function gives you quick access to information about offices To access information about an office 1 Click the Information group button 2 Click the Offices shortcut icon 3 Select of the three options Single to access information about a single office Multiple to access information about multiple offices Search to search for information about an office To access information about a Single Office 1 Click the ellipsis to the right side of the Single field A selection box appears 2 Click the Office name for which you want to view information 3 Click OK Information about that office appears 4 Click the Office Cont tab for more information To access information about Multiple Offices 1 Click the ellipsis to the right of the Multiple field A multiple selections box appears 2 Click the name of the Office for which you want to view information E mail and URL 3 Click Select Repeat steps 1 and 2 until all Offices you want to view are listed on the right side of the Selections box 4 Click OK 112 Information about these offices appears 5 Click the Office Cont tab for more information Tip e Use the Previous and Next
81. d are able to change any listing in the MLS database delete listings fix the history of a listing can create and send messages enter edit and delete subscribers enter and edit agents offices and attributes authorize agents or brokers to enter and edit their own listing information print listing and sold books run an expiration report on all listing owned by the MLS and print other MLS reports Status change To modify a listings current price status contingency or expiration date Subscriber Information Information about agents and offices 146 Subscribers Subscribers refer to those who hold membership in the local MLS Board and who are authorized to access MLS data System Administrator Subscribers with System Administrator level authorization can access all ULTREX system information Currently only Technology Concepts Inc can authorize an individual for System Administrator service level T Trim A method by which an ULTREX database can be modified by designating the number of months for off market listings U There are currently no entries under this letter V Validity Check A check of the listing data that includes a check of mandatory fields listing number current status effective date expiration date sale information and selling price There are currently no entries under this letter There are currently no entries under this letter lt x S There are currently no entries under
82. d are able to change any listing in the MLS database delete listings fix the history of a listing can create and send messages enter edit and delete subscribers enter and edit agents offices and attributes authorize agents or brokers to enter and edit their own listing information print listing and sold books run an expiration report on all listing owned by the MLS and print other MLS reports System Administrator A subscriber with System Administrator level authorization can access all ULTREX system information Currently only Technology Concepts Inc can authorize an individual for the System Administrator service level Step by step procedures Starting ULTREX Entry 1 Click the Windows Start button 2 Select Programs ULTREX98 ULTREX98 Entry 3 Atthe sign in dialog enter your User ID and Password then click OK The ULTREX Entry Main Menu screen appears 60 Setting up ULTREX Communications Setting up the MLS Phonebook Before conducting your first download you must set up your MLS Phonebook To set up your MLS Phonebook 1l From the ULTREX Menu bar select View ULTREX Comm The Communications Main Menu appears 2 Clickthe Configuration sliding menu and then click the MLS Phonebook icon to set up the phonebook 3 When the MLS Phonebook screen appears click Single highlight a city and then click OK if the name of your city is not in the list pick any city from the list to edit 4 Ifyou get a war
83. des for a five digit sequence number The system administrator and the MLS staff have the authority to create prefixes Since the prefix can be defined at the board level this allows boards to group listings e g by year The sequence number is numeric It is generated by the ULTREX program and is assigned in ascending order beginning with the next lowest available number The sequence number is fully padded with zeros A one digit prefix will allow 1 million listing numbers per prefix and a two digit prefix will allow 100 000 listing numbers per prefix For example if ML is chosen as the prefix there are 100 000 listing numbers available from ML00000 to ML99999 For more information see How does an auto listing number work How does an auto listing number work The auto number option can easily be turned on and off by the system administrator On the System tab of the Association Edit form there is a Boolean field AutoNum Yes No which is for turning on or off the auto listing number option It is downloadable The MLS Staff or the System Administrator assigns the current prefix for auto listing number The prefix is downloadable 95 When the auto number option is on in the entry form the listing number field is grayed out The user doesn t need to enter a listing number here When the other information of a listing is entered and saved the listing will get a temporary listing number labeled AutoNum After the li
84. e If you wish to change the date you may do so by using the scroll keys next to the date For more information on using these functions see Searching the database for buy changes Updating prospect files with Buy Change information Searching the database for New Matches Updating prospect files with New Match information 48 Searching the database for buy changes The Buy Changes searches for information about any listing changes that are relevant to your active buyer prospect s selections since your last download To search the database for buy changes 1 Click the Market Tracking group button 2 Clickthe Buy Changes icon and ULTREX automatically searches the database and displays the information Updating prospect files with Buy Change information 1 Search the database for buy changes as described in Searching the database for buy changes 2 Access prospect file s as described in What are Prospects 3 Click the Selections tab Check marks will denote that a buy change was detected 4 Click the check mark and a dialog box appears asking if you want to update this selection 5 Click OK Searching the database for New Matches The New Matches shows listings that fall within the search criteria selected for each of your active buyer prospects since your last search or from an MLS date that you select To search the database for new matches 1 Click the Market Tracking group button 2 Click the New Matches icon The M
85. e Effective Date field Click Save If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool 98 Entering a status change ULTREX supports six listing status conditions e Active e Pending e Closed e Expired e Temporarily Off Market e Cancel Off Market When a listing status is changed the change must be one of the allowed conditions listed below To Status From Status Active Pending Closed Expired Temp Cancel Off Off Market Market Active YES NO YES YES YES Pending YES YES NO YES YES Closed NO NO NO NO NO Expired YES NO NO NO NO Temp Off YES NO NO YES YES Market Cancel Off NO NO NO NO NO Market There are cases where a status change to a listing must occur on the same day ULTREX automatically enters the date and time stamp so edit with caution For more information see Working with Off Market status changes Working with On Market status changes Adding pictures to an existing listing 1 2 Click Listing Data on the sliding menu Click the Change shortcut icon Enter the MLS number s of the listing s Click the Picture tab Click Add New Select the directory where the picture file exists and click the filename of the pic
86. e Hot Sheet The Hot Sheet reflects changes in price status and contingency as well as new listings based on selected data range 1 Click on the Listing Data group button 2 Click on the Hot Sheet shortcut icon The Hot Sheet Date Range dialog box appears 3 Select preferred date range option When using the From Date option select date using arrow keys to the right of the field 18 4 Click Search Printing the Hot Sheet 1 Create a Hot Sheet by following the instructions in Creating the Hotsheet 2 Click the Print icon located on the toolbar The Reports Selection dialog box appears 3 Click Hot Sheet and click Select 4 Click OK The Print dialog box appears 5 Select Printer Print Range for Listings and Number of Copies then click OK Viewing listings from the Hot Sheet ULTREX Agent offers the flexibility to view any or all listings included on the Hot Sheet using predefined view options right from the ULTREX toolbar 1l To view all listings simply select the View icon of your choice from the ULTREX toolbar 2 To view a specific listing use your mouse and double click on that listing Statistics What are Statistics The Statistics shortcut accesses the Market Statistics report Information can be used to keep your clients informed on the general trend of the market or you may use specific information from this report for a particular client This report provides you with information regarding properties with
87. e Prospects group of buttons offers access to prospect information and the Market group offers access to the market s affect on those prospects From the Prospects group you can keep up to date and accurate records for all prospects whether they are active or inactive Within each prospect s file detailed records can be kept allowing you to offer your clients personalized service Along with personal information such as name and address this file holds prospect s individual preferences and listings the prospect is interested in For prospective buyers the selected listings match their buying preferences Seller s selections are used as comparable properties 39 The Market Tracking group monitors selections for all your active buyers and sellers The New Matches and New Comparables option finds listings that are new or newly changed to meet the criteria selected by your prospects The Buy Changes and Comparable Changes option monitors your prospects listing selections to alert you to changes in those listings Prospect Tracking Because people are the most important part of your business the Prospects group allows you to quickly access current records on all your clients and add new client information ULTREX Sales Assistant offers the ability to keep personal information preferences comparables criteria and property selections Market Tracking Keeping track of properties is essential to meeting the needs of your clients The Market Trackin
88. e as well as average 144 market time for listings within each market status Like the Market Statistics Report you are able to customize the search criteria to receive information that is important to you Messages A function that allows Staff and System Administrator level users to create edit delete and send messages to an electronic bulletin board MLS Number A number that uniquely identifies a listing Mortgage Aid An ULTREX tool that contains two tools a Mortgage Calculator and Loan Rates New Comparables A function that allows you to monitor your active sellers homes and make comparisons with new and current listings New Matches A function that allows you to match your buyer s preferences with new properties that come on the market O Office Roster Lists all active offices in the MLS alphabetically with all agents associated with that office Office Tool Provides quick access to the Windows 95 system calculator Off Market Indices A list that prints all listings with a status of Pending Temp Off Market listings that went Closed during the selected date range all listings that went Canceled Off Market during a selected date range all listings that went Expired during the selected date range and remain Expired Owner Agent A field that designates that the owner of a property is also a licensed real estate agent P Picture Gallery A method used to save pictures with listings Posting Pool
89. e representation of a program or function The Windows Taskbar Because ULTREX uses your whole screen it may be helpful for you to hide the Windows taskbar This will allow you to access the options you will need for using both ULTREX and other Windows functions Follow the instructions below 1 2 Click the Windows Start button Select Settings and then Taskbar From the Taskbar properties selections turn off the Always on top and Auto hide options using your mouse NOTE If these selections are off no V will appear in the corresponding boxes When you have completed your selections click the Apply button then click OK Right Mouse Option Using the right mouse option you can quickly perform a variety of tasks from within ULTREX This option places you directly into the appropriate data operation to quickly complete your task One example of the right mouse option in ULTREX Entry is the method used to edit listings from the Posting Pool 1 Select Listing Data from the sliding menu 2 Click Posting Pool 3 Inthe Posting Pool grid select the listing you wish to edit by single clicking on the listing 4 Right mouse click 5 Select Edit Selected from the pop up menu that displays New Edit All Edit Selected Mark to Post Mark Not to Post Using the Mouse Using the mouse simplifies many of the tasks you will perform with ULTREX The following provide a brief description of how to use the mouse in
90. e sections If they have select Yes If any section did not print correctly select No Select sections to reprint and click OK 5 Assign Book Volume number if desired After the off market sections have finished extracting a message box appears asking you to verify the correct printing of these sections If they have select Yes If any section did not print correctly select No Select sections to reprint and click OK 119 Tip e To change the dates click on the entry field and enter the desired date Printing Sold Books Note There are several options available for book printing and this is all dependant on the size of your database and the space available on the computer you are printing from Please contact Technology Concepts for more information on book printing options 1 Click Printing from the sliding menu bar 2 Click the Sold Book icon 3 Select the date range for the Sold Book 4 Click the All Reports button After the off market sections have finished extracting a message box appears asking you to verify the correct printing of these sections If they have select Yes If any section did not print correctly select No Select sections to reprint and click OK Printing a Subscriber Roster The Subscriber Roster prints a list of all subscribers in the ULTREX system with information such as their status authorization level and services 1 Select Reports Subscriber Roster from the menu bar 2 A print dialog
91. e select box appears 2 Click the information you wish to select and click OK To enter information in a multiple selection box 1 Click the ellipsis A multiple selection box appears 2 Click on one piece of information to select and click Select repeating these steps until all information is on the right side of the window To remove information click on it then click Remove 3 Click OK Tips e Use the Tab key on your keyboard to move to the next field e Use the Shift Tab keys to move to the previous field e When using residential features commercial features or property features as search criteria you have the option to select All or Any When you select the All option your search will produce listings that 13 have all of the features you selected from the multi select list When you select Any your search will produce listings that have any of the features you selected from the multi select list e To view listings see Viewing Search Results Searching for properties using tax record information This option is only available if your board has contracted with Technology Concepts Inc for tax record information to be viewed through the ULTREX program 1 Select View Tax Records from the ULTREX menu bar 2 Click the ellipsis to the right of Select 3 Enter search criteria on the various tabs 4 Click on the Search Results icon located on the toolbar The number of matches located appears on the status
92. ed listings from the list of results A reason for removing a listing would be the prospect indicating they are not interested in a specific property The advantage of removing selected listings from the search results prior to printing is that the results list can be printed at one time To remove a selection from the search results 1 After entering search criteria and conducting a search click the View icon you wish to use If you have selected to view listings in the Agent Full or Quick Views select the following from the menu bar View Listings Selected Remove from List ULTREX removes the current listing from the list of results 2 Ifyou have selected to view listings in the Grid History or Pictures in Grid Views single click the listing to remove OR to remove a group of listings single click the first listing to remove and while holding the SHIFT key click the last listing in the range to remove Select the following from the menu bar 3 View Listings Selected Remove from List ULTREX removes the selected listing s from the list of results Printing search results 1 Click the Print icon located on the toolbar 2 Click on the desired report name and click Select Repeat until all desired reports are listed on the right side of the window and then click OK 3 Select Printer Print Range and Number of copies then click OK Tip e Toremove a selected option click on it and then click Remove 15 Pr
93. een 29 Changing the Validity Check Message Display seen 30 Archiving Your D tabases onte eb ep e e AERE Dee des 30 Whatis Archiving ua degno eR THREE tette rede n RERO RS 30 Archiving dat 2 ioter bed eene dae ide p eite te t tdeo bes bee 31 Repairing your databases sed Compr ssing your database ee Hee Ree ie te ta cet e eee ene 31 De p repairing your d tabases 2c hgehUon Re DREAM TA eh ea OT He eR 32 Restoring your databases from backup essere eene trente nrtneten nennen tentent 32 Exporting InforinatiOn ce RUD En o te avene 32 Whatis Exporting Information nonae de eei ee e d ERI FE et e PE Pe e dC 32 Finding an Export Record Hic neben o erede trece rere ete PR EE DRE 33 Adding an Export Record 3033 Editing Export Information eher re HE CURE ERU EE EB eee 34 Using Agent Tools 25 oU e bem oed ei bte ie ihn 34 Whatare Agent Tools iiio E bobo er bem redii tle e DES 34 Calculating a mortgage cnciecu en p ete Ce ete Og b Ae ab a gebe bebe 35 Finding loan rates cs erue eun eed nete ee agendam 35 Qualifying a Prospect uoce Bep RE ea e HER ERREUR e e dc 36 Using Presentation 255325900600 o beat ent tcd ted te e eo dne ee RUE ORE 37 ULTREXSALES ASSISTANT 4 eetetiseeecesstesesetoesebveest seeecuboeeeteson esee seed ee voro ois ues e oo Une Ho Pena ES sev els eere eso cereos ee ie vet Le oodd 39 WHAT IS THE ULETREX SALES ASSISTANT 2 5 c
94. em The installation process automatically sets the location of the data files to C Program Files ULTREX98 Databases directory on your computer If you are on a network you may want to change the location of certain files to point to your network s server NOTE We recommend changing your database file locations only if you have a network server PLEASE USE WITH CAUTION 81 1 Select ToolslOptions from the menu bar 2 Atthe ULTREX Options screen click the Database Files tab The three file locations to change are Picture Picture mdb Properties Home mdb and Attributes Attr mdb files Click the ellipsis at the end of each of those fields 3 Select the new file location Example X Program Files ULTREX98 Databases mdb X your network server 4 Click the Open button 5 Click the Main Menu icon to exit NOTE In order for ULTREX to accept the new database locations you must close and restart the application Changing the Validity Check Message Display The Check Entry section allows you to choose when you would like validity check messages to display Show error on keystrokedisplays a message when invalid data is detected Show error on savedisplays a message during the save process if invalid data is detected 1 Select Tools Options from the Menu bar 2 Inthe Check Entry section select the desired option 3 Click the Main Menu icon to exit Agent Tools Calculating a mortgage The Mortgage Calculator allows
95. en the Listing Editor appears click the Transaction tab Click the ellipsis at the end of the Status field and select Active Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click the Save icon Information is sent to the MLS Office during Listing Upload Changing status from Temp off Market to Active 1 2 Click Listing Data from the sliding menu Click the Change shortcut icon Enter the MLS number or address of the listing to be edited and click OK When the Listing Editor appears click the Transaction tab Click the ellipsis at the end of the Status field and select Active Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click the Save icon Information is sent to the MLS Office during Listing Upload Working with Off Market status changes Changing status from Active to Pending 1 2 Click Listing Data from the sliding menu Click the Change shortcut icon 139 Enter the MLS number or address of the listing to be edited and click OK When the Listing Editor appears click the Transaction tab Click the ellipsis at the end of the Status field and select Pending Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Enter Pending office
96. ens to the main copies of the database We recommend weekly archiving of the databases if the hard drive on your machine has ample space for back up copies of the databases 1 Click System from the sliding menu bar 2 Click the Archive icon 3 Select the following databases to archive Property Picture and Attributes 4 Inthe Archive Database s to section select location to create back up 5 Click Archive from the Tasks section 6 Click the Run Tasks button 78 Repairing databases 1 Click System from the sliding menu 2 Select Archive The Archive Databases screen appears 3 Select the databases to repair by single clicking the box next to the database name A v will appear if a database has been selected 4 Inthe Tasks section click the box next to Repair 5 Click the Run Task s button ULTREX repairs the selected databases 6 Click the Main Menu icon to return to the main menu Compressing your database 1 Select the following from the menu bar Tools Archive The Archive Databases screen appears Recommendation Select the Property Picture Attribute and Work databases to compress Select the databases to compress by single clicking the box next to the database name A v will appear if a database has been selected 2 Inthe Tasks section click the box next to Compress 3 Click the Run Tasks s button ULTREX compresses the selected databases 4 Click the Main Menu icon to return to the ma
97. ering information when a single select box appears a multiple select box appears or when you need to enter information into a grid Click the next tab to continue to enter listing information When all information has been entered click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site you can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Note This function is for the MLS office only To enter information in a single select box 1 2 3 Click the ellipsis A single select box appears Click on the information you want to select Click OK To enter information in a multiple selection box 1 3 Click the ellipsis A multiple selection box appears Click on one piece of information and click Select repeating until all desired information is on the right side of the window To remove information click on it then click Remove Click OK To enter information into a grid 1 2 3 Click the first field of the grid to activate the cursor Click the ellipsis and select information Tab to the next field and enter additional information 64 When entering information into the Room Grid the Floor and Room fields are required and contain a single select box The Si
98. es tab The three file locations to change are Picture Picture mdb Properties Home mdb and Attributes Attr mdb files Click the ellipsis at the end of each of those fields 3 Select the new file location Example X Program Files ULTREX98 Databases ____ mdb X your network server 4 Click the Open button 5 Click the Main Menu icon to exit NOTE In order for ULTREX to accept the new database locations you must close and restart the application 29 Changing the Validity Check Message Display The Check Entry section allows you to choose when you would like validity check messages to display Show error on keystrokedisplays a message when invalid data is detected Show error on savedisplays a message during the save process if invalid data is detected 1 Select Tools Options from the Menu bar 2 Inthe Check Entry section select the desired option 3 Click the Main Menu icon to exit Archiving Your Databases What is Archiving The Archive function located in the Tools menu contains a number of utilities that help keep the ULTREX system running at its peak Functions accessed from this area include Archive The Archive function creates a back up copy of any ULTREX database It is important to have a current back up of the database in the event that some error occurs with the main copy of the database on your system If necessary the main copy of the database can be easily replaced by the archive copy Repa
99. esseeasees 20 Expiration Report 20 What is an Expiration Report 20 Creating viewing and printing an Expiration Report eseseseseeeeeeeeeeeereeetne tete entente tete tnennenenes 21 red Survey Report i te er ENTRE Nette Re tUe e E eS Ee oa aaa Pese Soe ag aaa sa Eee ER eo VD Rete 21 Whatis n Area Survey ia eaedem oet eee e OR I be e t in 21 No date range selectedia ie dd nga cete iie niente Ota t Ere ee T eS 21 Date range selected 4 bero rettet e ctae b iet drei ble eet te ce en ebbe e edite 21 New on Market option over Ev HR RERYG ART e I I OT TION 22 Back on Market option 522 Creating viewing and printing an Area Survey Report ssessssseseeseeeeeeeeee tete ener e nrenen reete 22 Broker Reports dee t Re E REO e e n ede e a b RR tes 22 Whlatare Broker RepOIEtszu ette e E REN OI m te YAT Re E EOS 22 Creating viewing and printing broker reports tetne netten trennen trennen teens 22 Finding Office and Agent Information 23 MESSA SES cC 23 Whatare messages oues doo expo UII ROC HUER VI EY Y RR E ees 23 Viewing Messages 5er RB e ice ei eti n die ette e eR aat 23 Deleting Messages oreet Re RI epa e en beg ERRARE 23 scc 24 Whatis Office Information 2 enun ue et ER RE inca 24 Accessing information about an office tete eterne nette n
100. ette e PEREGIT a R EUR er eT dus UHR URINE 39 MARKET TRACKING scssssssssssssssssssssssssssssssssssessssesessssssssesessssssnsessssssessssssesessssssssnsesessssesssssneassessssssssnsesessesessenssesossssssssesesen 40 UTILITIES Noc Po TK Kx n t STEP BY STEP PROCEDURES eter e iei de clon RI RE ER RA eee ate dene bee ER Hec RSS 41 Working wuh Prospects ec esa a e E E EE RRETA EEEE E OSEE NER ERRNUE 41 Whatare Prospects assieme eto nire BW OR REED ERO QM RE ie 41 Adding anew prospection SEO HI recidere t eee eee bdo et Hebe ded adeat 41 Selecting listings fora Prospett aniei aae ee E RR E D a i are 42 Searching thedatabase for prospects eo ee eee e eee Ute e ee d a de 43 Using information inthe Selections T b usce ee ette edt teet drea etr eatin 43 Changing the sort order in the Selections Tab essent tete ne nennen enint treten tnennenenes 43 Adding comments in the Selections Tab Removing a listing from the Selections List Printing Repotrts ice nep PI eenae danois ett ve a ee IER Creating a Comparative Market Analysis CMA sessi netten e nennen eene trennen tenter 45 Printing a Comparative Market Analysis eese neret nete tret nenetne tnter eteene treni ene tne nennen 45 Changing a prospects Status e ee ER P e RE CO V fa db ee dee 46 Deleting a prospect dendo CORRER RR RRRER EDITRICE ORB UE Selecting
101. ext to the Trim button 5 Click the Make Installation button ULTREX trims the database 6 Click the Main Menu icon to return to the main menu Working with Ultrex Tools Ultrex Options What are the ULTREX Options From the menu bar of the Main Menu screen the ToolslOptions function allows you to select program flow options database files and pool files Normally these are set during the initial program set up and remain the same Program flow options refer to the way ULTREX works on your specific system You may choose how to view both your information and your errors The Database Files and Pool Files tabs allow you to point your ULTREX program to the necessary directories The options you have are Changing the Selections View Changing the Default Search View Changing the Validity Check Message Display Viewing Progress Indicators Changing the Main Menu Background 80 3 iget itn Filed Changing Database File locations Changing the Selections View ULTREX offers numerous options for viewing MLS data From ToolslOptions you can designate which view displays for each of the three view buttons found on the toolbar and Listing Lookup 1 Select ToolslOptions from the menu bar The ULTREX Options screen appears 2 Inthe Selections View section click the ellipsis of the view you wish to modify A single selection box displays all view options Point to the desired selection and single click 3 Clickthe OK button to select 4
102. eys located beside the field or click on the entry field and enter the desired number 3 The Time Between Attempts field sets the amount of time ULTREX Communications waits between re dial attempts To change the default time use the scroll keys located beside the field or click on the entry field and enter the desired time in seconds To control the listing information download using the Data Tab 1 Click Configuration in the sliding menu 2 Click Download Options 3 Click the Data tab The Data Tab screen appears Maximum number of pictures per listing allows the user to set the number of pictures you wish to download with each listing To change the number of pictures use the scroll keys located beside the field or click the entry field and enter to desired number of pictures Maximum time to keep pictures allows you to set the amount of time to keep pictures for off market listings on your system To change the amount of time to keep off market pictures use the scroll keys located beside the field or click on the entry field and enter the desired time in months Maximum time to keep listing data allows you to set the amount of time to keep off market listings on your system To change to amount of time the keep off market listings use the scroll keys located beside the field or click on the entry field and enter the desired time in months Property Type desired allows you to designate which property types you would like to receive
103. f a database has been selected In the Tasks section click the box next to Compress Click the Run Tasks s button ULTREX compresses the selected databases Click the Main Menu icon to return to the main menu 31 Tip e tis possible to perform an archive repair and compress at one time After selecting the databases simply check the boxes next to Archive Repair and Compress then click the Run Task s button Deep repairing your databases 1 Select the following from the menu bar Tools Archive The Archive Databases screen appears 2 Select the databases to deep repair by clicking the box next to the database name A check mark appears if a database has been selected 3 From the Tasks section click the box next to Deep Repair 4 Click the Run Task s button ULTREX deep repairs the selected databases 5 Click the Main Menu icon to return to the main menu Restoring your databases from backup 1 Select the following from the menu bar Tools Archive The Archive Databases screen appears 2 From the Tasks section click the box next to Restore From Backup NOTE ULTREX restores the databases found in the directory listed in the Archive Database s to box A message box appears asking you to confirm the restore request 3 Click Yes torestore No to cancel 4 Click the Main Menu icon to return to the main menu Exporting Information What is Exporting Information Accessed through Tools Export the Export Man
104. f the Agent for which you want to view information 3 Click Select Repeat steps 1 and 2 until all Offices you want to view are listed on the right side of the Agent Selection box 4 Click OK Information about these agents appears 5 Click the Office Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Agent Information Searching for information related to agents 1 Click the ellipsis to the right of the Search field 2 Enter known information 3 Click the Search Results icon located on the toolbar The number of matches appears on the status bar 4 Clickthe View icon located on the toolbar to view Agent Information 5 Click the Agent Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Agent Information Adding an agent The MLS Office Staff with an on site server or Technology Concepts Inc can add new agents at any time This is done from the Participants section of the Main Menu screen e Ifthe new agent is part of a new office the office information must be added first e You must also enter the New Agent as a New Subscriber after entering Agent information Follow the instructions below to add an agent 1 Select Participants from the sliding menu 2 Clickthe Agents button The Agent Manager appears on your screen 3 Select New A blank Agent Editor form appears 109 4 Enter the requested
105. ffice only Entering a price change 1 Click Listing Data from the sliding menu bar 2 Click the Change shortcut icon 3 Enterthe MLS number or address of the listing to be edited 4 Click OK 67 When the Listing Editor appears click the Transaction tab Enter new price in the Listing Price field Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click Save If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Entering a contingency change 1 2 Click Listing Data from the sliding menu bar Click the Change shortcut icon Enter the MLS number or address of the listing to be edited Click OK When the Listing Editor appears click the Transaction tab Enter the new contingency in the Contingency field Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click Save If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after
106. formation Performing a listing upload The Listing Upload shortcut icon connects you to the MLS server sends information from the posting pool to the MLS database and returns current listing data to your system 1 2 Click Communicate from the sliding menu Click the Listing Upload shortcut icon A message box appears prompting you to confirm the MLS server you are dialing Select Yes to start the upload or No to choose a different phone number or Cancel to quit If you selected No a message box appears with all your MLS Phonebook entries Using your mouse choose the desired location and click the Select button A message box appears prompting you to confirm your choice Select Yes to confirm your selection If you selected Yes ULTREX dials the MLS server After a connection is made ULTREX sends listing data to the MLS server and posts the information into the MLS database and when posting is complete new listing data is downloaded to your computer ULTREX will automatically do a download after an upload to the MLS server After the download is complete your system disconnects from the MLS server ULTREX takes all downloaded changes and pushes them into the appropriate databases on your system After the Data Push is complete ULTREX displays a message indicating success or failure of the data push 10 Ultrex Agent What is ULTREX Agent ULTREX is a fully distributed MLS system that is more than just ano
107. g a message Deleting a message 107 Viewing Messages 1 Click the Participants group button 2 Clickthe Messages shortcut icon The Messages box appears 3 Highlight the message you wish to view and click the View tab Tip e If there is more than one message the Previous and Next icons are activated allowing you to page through all messages Deleting Messages 1 Highlight or view the message you wish to delete 2 Click the Delete icon on the toolbar ULTREX asks you to verify your delete request Click OK to delete the message Understanding Agent Information Accessing information about an agent The Agents function gives you quick access to information about agents To access information about an agent 1 Click the Participants group button 2 Click the Agent shortcut icon 3 Select one of three options Single to access information about a single office Multiple to access information about multiple offices Search to search for information about an office To access information about a Single Agent 1 Click the ellipsis to the right side of the Single field A selection box appears 2 Clickthe Agent name for which you want to view information 3 Click OK Information about that agent appears 4 Click the Agent Cont tab for more information 108 To access information about Multiple Agents 1 Click the ellipsis to the right of the Multiple field A multiple selections box appears 2 Clickthe name o
108. g box appears allowing you to search listings by listing number or address To Search Using MLS Number 1 Enter the full or partial MLS number in the Search for Listing Numbers field and press the Tab key on your keyboard Repeat until all listing numbers have been entered 2 Select Active Pending if desired 3 Click OK ULTREX automatically displays the listings The number of listings found is displayed in the lower left corner of the status bar To Search Using Full or Partial Street Address 1 Click in the Number field in the Search for Address section of the Select Listings dialog box 2 Enter house number if known or enter partial number and press the TAB key on your keyboard 3 Enter Compass Point if desired and press the Tab key on you keyboard 4 Enter the full or partial Street Name in the Street field 5 Select Active Pending if desired 6 Click OK ULTREX displays listings that most closely match the address The number of listings found is displayed in the lower left corner of the status bar 105 Tips e Partial listing numbers may be entered and ULTREX Entry will search for possible matches e Use the Previous and Next icons located on the toolbar to navigate between listings Working with a History Lookup Understanding History Lookups Changes made through the Transaction tab in the Listing Editor are logged in the history table and make up a listing s history It is possible to view a history for a s
109. g group allows you to track changes that may be important to you and your client You can quickly check on property changes and additions Utilities The Utilities group of the ULTREX Sales Assistant module expands capability to include creating back up copies of your prospect information This includes a save and restore option that provides security for your data along with flexibility For more information on other ULTREX products visit our web site at http www ultrex com 40 Step by step procedures Working with Prospects What are Prospects Prospect data is easily obtained by selecting the Prospects group option from the ULTREX Sales Assistant main menu screen This section allows you to view a single prospect all active prospects all prospects or create a new prospect You may also choose to use the Prospects option from the ULTREX menu bar which allows you to select a single prospect active prospects all prospects or create a new prospect ULTREX Sales Assistant allows you and your prospect to define criteria that is important during the purchase process For the seller ULTREX Sales Assistant also allows for a complete description of the seller s property The New Matches shortcut watches for new listings that meet buyers criteria while the New Comparables shortcut watches for new listings that match sellers properties A prospect may be designated as both a buyer and seller To see specific information related to the bu
110. ge has occurred NEW means the listing is new to the Multiple Listing Service There are currently no entries under this letter There are currently no entries under this letter K There are currently no entries under this letter L Listing Information A record that contains current information about the listings status price contingency listing office etc as well as a limited amount of transaction information Listing Number Numbers assigned by the MLS Office or by a listing office that externally identify a listing Listing Status The current status of a listing There are six status conditions Active Pending Closed Expired Temporarily Off Market and Canceled Off Market Listing Transaction Information A record that contains listing information and a transaction table that is maintained for certain types of changes Price status and contingency changes along with the dates these occurred are logged in the history table M Market Statistics Report Divided into two sections active and off market listings this report provides information on the general trend of the real estate market ULTREX allows you to customize this report to gather information on the areas that are important to you Market Survey Report Divided into four groups based on status this report provides the number of listings and average days on market within a price range In addition this report furnishes average low and high pric
111. gle option to edit a single lock box or select the Multiple option to edit more than one lock box If you have chosen the Single option the lock box selection box appears Locate the lock box you wish to edit using the scroll bar if necessary Select the lock box by pointing to the lock box record and single clicking Select the OK button If you have chosen the Multiple option the lock box multiple selection box appears Select the lock boxes you wish to edit Select OK to continue 3 The appropriate file s appears on your screen Locate the information you wish to edit and make appropriate changes 4 When you have completed the entry select the Save icon from the ULTREX toolbar ULTREX now runs validity checks on the data A message box displays if invalid data is detected Click OK and ULTREX takes you to the field where invalid data has been detected 5 Reenter valid data and click the Save icon on the toolbar 6 Select the Main Menu icon to exit For Remote Server Information is sent to the server during listing upload For Local Server To post information to the database from the Posting Pool OR 1 Select Listing Data from the sliding menu 2 Click Posting Pool 3 Click the All tab 4 Click the Lock box tab found on the side of the grid 5 Mark records to post by double clicking in the Post column A Yes appears on your screen if the record has been correctly marked for posting 6 Click the Post icon fr
112. group button 2 Click the Auto Compact Database shortcut icon A warning message notifies you that this task will take some time to complete If you wish to continue click OK and ULTREX will automatically compact your database Auto Archive Your Data The Auto Archive Data function located in the Utilities group performs an automatic back up of the Picture Property Attribute and Customer databases For more information see What is Archiving How Often Should Archive Data Once a week In the event that something happens to the databases on your computer having an archive of the databases on your computer means that you will not have to contact your MLS office for a copy of the MLS database You can simply restore the back up copy of the databases from your own computer Note Archiving is not required and will take up space on the hard drive of your computer If ample space is available on the hard drive of your computer you may wish to archive your databases so you have a current backup of the databases available if needed How Do I Archive Data 1 Click the Utilities group button 2 Click the Auto Archive Data shortcut icon A warning message notifies you that this task will take some time to complete If you wish to continue click OK and ULTREX will automatically archive the Property Picture Attribute and Customer databases Using Tools Changing Ultrex Options What are the ULTREX Options From the menu bar of the
113. h an office and agent When the status is CLOSED the office and agent columns represent the closing office and agent On any other status the office and agent fields are ignored and when saved to the database they are cleared How dol access the History Editor When an edit needs to be made to the history of a listing you can access those records by simply clicking the Fix History icon located on the SYSTEM sliding menu bar when you are in Ultrex Entry or by selecting View History Editor You will need to enter either the listing number or address in order to access that 123 listing When that information is entered click OK and the listing will appear on your screen Make appropriate edits Adding a new history record To insert a history record simply highlight the row you would like to insert above or below Right mouse click and select insert above or below The new record will have all the same details as the highlighted record Modifying a history record To modify a history record simply click on the area that needs modification and begin typing your modifications In the status contingency office and agent fields auto complete type ahead is supported and the system will guess what you are going to type Deleting a history record To delete a history record simply highlight the row you would like to delete Then one can press the delete icon on the button bar or right mouse click and select delete Reminder Any time yo
114. h the next lowest available number The sequence number is fully padded with zeros A one digit prefix will allow I million listing numbers per prefix and a two digit prefix will allow 100 000 listing numbers per prefix For example if ML is chosen as the prefix there are 100 000 listing numbers available from ML00000 to ML99999 For more information see How does an auto listing number work How does an auto listing number work The auto number option can easily be turned on and off by the system administrator On the System tab of the Association Edit form there is a Boolean field AutoNum Yes No which is for turning on or off the auto listing number option It is downloadable The MLS Staff or the System Administrator assigns the current prefix for auto listing number which is located on the association tab The prefix is downloadable When the auto number option is on in the entry form the listing number field is grayed out The user doesn t need to enter a listing number here When the other information of a listing is entered and saved the listing will get a temporary listing number labeled AutoNum After the listing is posted the auto listing number is assigned to the listing for example ML00789 If the user does a posting from the Posting Pool when posting is successful the user MLS Office or Broker loader can look at the summary information on the Test Results tab which contains a list of the listings posted
115. he Listing Editor called the Transaction tab Logged in the history table these changes include price status contingency and expiration date changes Fixes are used to modify the history table and to change critical fields in the current record A transaction table fix modifies the transaction table to accurately reflect the true listing history This operation is 89 potentially hazardous to the health of the history and should only be performed by qualified personnel Fixes to history records can only be made from the history editor Delete The Delete function permanently removes a record from the database This operation can only be performed if the record being removed is not referenced or being used elsewhere in the database Understanding database rules definitions Certain rules and definitions are imposed on the database by the ULTREX Entry software to ensure and maintain data integrity In addition the software is structured to allow the local MLS board to impose additional data rules Following is a brief description of the rules definitions Agents Offices and Agencies Each listing is associated with an agent and an office Only one agent and one office may be associated with a listing ULTREX Entry does not allow associating a listing by agency alone Listings and Properties ULTREX Entry separates listings from properties A property is a physical piece of land that is identified by certain attributes A listing is a c
116. he Save icon on the toolbar to save any changes 62 5 Click the Main Menu icon to return to the main menu Performing a download One of the most important components for successful communications is the modem Your modem must be installed and recognized by Windows before ULTREX Communications will be able to perform a download If you need assistance installing your modem please refer to Windows help for more information Before you attempt a download please follow the instructions for setting up your system for downloading See Setting the MLS phonebook The Download shortcut from the Communicate group will connect you to your MLS server and update the database on your system To perform a download 1 Select View ULTREX Comm from the menu bar 2 Click on the Communicate group button 3 Click on the Download shortcut icon A message box appears asking you to confirm the connection location 4 Click Yes A message box highlights each action as it occurs during the download process 5 When complete you can return to ULTREX Agent by selecting View ULTREX Agent from the menu bar Tip e If your data push was unsuccessful see Fixing an unsuccessful download data push Fixing an unsuccessful download data push The Utilities group offers two functions that are used to correct an unsuccessful download or data push The Retry Update Shortcut The Retry Update shortcut from the Utilities group becomes active only if the dat
117. he grid The first column is effective date The effective date is the date on which the result of the changes outlined in all of the columns occurred The next column is status The new status of the listing is always indicated in this column If the record contains a blank in this column no status change occurred on that effective date Following the status column is the price column The new price of the listing is always indicated in this column If the record contains a blank in this column no price change occurred on that effective date The contingency column that follows the price column is read slightly different than the price or status columns This is best explained with an example On 1 24 97 a contingency of Prop Sale 48 was specified On 2 4 97 this contingency stops appearing This indicates that the contingency was removed If this column contains a blank it means that no contingency exists for the specified effective date The office and agent column is read different than any of the other fields Again this is best explained with an example On 4 8 95 a status of ACTIVE is specified along with an office and agent When the status is active the office and agent columns represent the listing office or agent On 2 4 97 a status of PENDING is specified along with an office and agent When the status is PENDING the office and agent columns represent the pending office or agent On 3 28 99 a status of CLOSED is specified along wit
118. he lower left corner of the status bar Tip e Use Previous and Next icons located on the toolbar to navigate between listings Hot Sheet What are Hot Sheets The Hot Sheet shortcut located within the Listing Data group provides a report that includes all new listings and changes from a specified date range A changed property that appears will have changes in status price and or contingency only The default date range that appears is yesterday s date This date may be changed by entering a new date in one of the date fields or by using the scroll keys located next to the date fields This report may be viewed from your screen and or printed A blank field indicates no change has taken place 17 What Does the Hot Sheet Contain The specific fields contained within the Hot Sheet report are as follows e Property Type e Listing Number e Address e Area e Property Status as indicated by the following abbreviations Active ACTV Cancel off market COFF Expired EXPR Pending PEND e Sold SOLD Temporarily off market TOFF e Old List Price indicating the old price or the list price e New Sale Price indicating the new price or the sold price e Old New Contingency indicating a change e Activity Date e Sale Office e List Office e Style e Ownership e Total Bedrooms e Total Bathrooms For more information on Hot sheets see Creating the Hot Sheet Viewing listings from the Hot Sheet Printing the Hot Sheet Creating th
119. ice drops in the computer industry The expandability of the system allows a board to start small and grow without losing their initial investment and starting over The distributed nature of ULTREX means fewer phone lines are required to provide excellent levels of service through quick data transfers and fast data queries In addition to running ULTREX the computer can also be used by the agent or office staff for other applications Dependable The distributed nature of the ULTREX System makes it extremely dependable from the agent s perspective The computer used by the agent or office has a complete MLS database that operates independently of the MLS system If a failure in the central MLS system or phone lines temporarily prevents downloading new listings the locally stored data can continue to be used without interruption Secure Extensive data security has been built into the ULTREX System Only those people whom the MLS board has authorized can access MLS data and the board can revoke a user s access privileges at any time All data is also protected by user assigned passwords For more information on other ULTREX products visit our web site at http www ultrex com 87 Step by step procedures Starting ULTREX Entry 1 2 3 Click the Windows Start button Select Programs ULTREX98 ULTREX98 Entry At the sign in dialog enter your User ID and Password then click OK The ULTREX Entry Main Menu screen appear
120. ick OK 94 To enter information into a grid 1 Click the first field of the grid to activate the cursor 2 Click the ellipsis and select information 3 Tab to the next field and enter additional information When entering information into the Room Grid the Floor and Room fields are required and contain a single select box The Size field is not required but it is important to note that dimensions needed to 6699 be rounded to the nearest foot and a lowercase x should be used between measurements For example 12x12 Tips e Bold labels indicate fields that must contain information prior to saving the listing e Press the Tab key on your keyboard to move to the next field e A box with three dots referred to as an ellipsis located at the end of a field indicates a predefined attribute list exists for that field The information for selection is presented in either a single select box or a multiple selection box What is an auto listing number Compared to the listing number which is manually assigned and entered an auto listing number is assigned by the ULTREX system With auto listing numbers you don t need to enter listing numbers in the Entry form The auto listing number consists of a prefix and a sequence number The full auto listing number is seven digits The prefix is one or two characters alpha or numeric A one character prefix provides six digits for the sequence number and a two character prefix provi
121. ick the Listing Data group button 2 Click the Listing Lookup shortcut icon A dialog box appears giving you the choice to search listings by listing number or by address 3 Enter the full or partial MLS Number in the Search for Listing Numbers field and press the Enter key on your keyboard Repeat until all listing numbers have been entered 4 Select Active Pending if desired 5 Click OK and ULTREX automatically displays listings The number of listings found is located in the lower left corner of the status bar 16 Tip e Use Previous and Next icons located on the toolbar to navigate between listings Looking up a listing using an address The Listing Lookup function allows you to lookup listings using an MLS number or street address To lookup a listing using an address 1 Click the Listing Data group button 2 Click the Listing Lookup shortcut icon A dialog box appears giving you the choice to search listings by listing number or by address 3 Click in the Number field in the Search for Address section of the Select Listings dialog box 4 Enter House Number if known or enter partial number and press the Tab key on your keyboard 5 Enter Compass Point if desired and press the Tab key on your keyboard 6 Enter the full or partial Street Name in the Street field 7 Select Active Pending if desired 8 Click OK and ULTREX displays listings that most closely match the address The number of listings found is located in t
122. ictures to listings and can be useful when it is necessary to match a number of pictures to listings Following is a brief explanation of how the Picture Gallery works The Picture Gallery looks at the graphic files that have been placed in the C Program Files ULTREX98 Databases Gallery directory and compares them with listings residing in the MLS database It doesn t matter to ULTREX if the images come from a scanner digital camera or some other source but the images must be in the Gallery subdirectory We recommend graphic images be in the JPEG jpg format In addition the file name must be the same as the MLS number of the corresponding listing After reviewing the graphic files ULTREX returns two lists pictures without a matching listing and pictures with a matching listing Options become available to overwrite existing pictures delete the original picture file and to define the maximum number of pictures allowed for each listing After defining save options and clicking the Save icon on the toolbar the ULTREX saves the pictures with the corresponding listings and sends them to the Posting Pool Listings and pictures are then sent to the MLS database during the posting process For more information see Matching pictures with a listing Matching pictures with a listing Before performing this function save your pictures to C Program Files ULTREX Databases Gallery 1 Click Listing Data from the sliding menu 2 Clickthe Picture Ga
123. in a particular area The Statistics report is divided into three sections that appear on tabs within the report e The Current Active Listings section provides statistics on all currently active listings in a specified area e The Listings That Went to Closed section provides information on closed listings within the specified date range e The Listings that Went Off Market Not Closed section provides information on other off market listings within a specified date range Following is a definition of the data included in this section of the report Listings That Went to Closed tab Information for Closed Listings includes e Number Closed includes all properties that went to closed during the specified date range and are still closed e Percent Closed provides the percentage of properties closed of all currently off market properties excluding temporarily off market that wen off market during the specified date range e Average List Price Average Sell Price and Average Market Time are based on the Number Closed as described above 19 Listings That Went Off Market Not Closed tab Information for Listings That Went Off Market Not Closed includes e Average List Price Not Closed is the average list price of all off market properties excluding temporarily off market that went off market during the specified date range e Number Pending includes all properties that went to pending during the specified date range and are
124. in menu Tip e tis possible to perform an archive repair and compress at one time After selecting the databases simply check the boxes next to Archive Repair and Compress then click the Run Task s button Deep repairing your databases 1 Select the following from the menu bar Tools Archive The Archive Databases screen appears 2 Select the databases to deep repair by clicking the box next to the database name A check mark appears if a database has been selected 3 From the Tasks section click the box next to Deep Repair 4 Click the Run Task s button ULTREX deep repairs the selected databases 5 Click the Main Menu icon to return to the main menu 79 Restoring your databases from backup 1 Select the following from the menu bar Tools Archive The Archive Databases screen appears 2 From the Tasks section click the box next to Restore From Backup NOTE ULTREX restores the databases found in the directory listed in the Archive Database s to box A message box appears asking you to confirm the restore request 3 Click Yes to restore No to cancel 4 Click the Main Menu icon to return to the main menu Trimming the database NOTE Once the database is trimmed the information is permanently removed Please use with caution 1 Click System from the sliding menu 2 Select Archive 3 Atthe Archive Databases screen locate the Trim button 4 Enter the number of months for off market listings in the box n
125. in the Office field Click the Save icon Information is sent to the MLS Office during Listing Upload Changing status from Pending to Close 1 2 Click Listing Data from the sliding menu Click the Change shortcut icon Enter the MLS number or address of the listing to be edited and click OK When the Listing Editor appears click the Transaction tab Click the ellipsis at the end of the Status field and select Close Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Enter Selling information into the appropriate fields Click the Save icon Information is sent to the MLS Office during Listing Upload Changing status from Active to Temp off Market 1 2 Click Listing Data from the sliding menu Click the Change shortcut icon Enter the MLS number or address of the listing to be edited and click OK When the Listing Editor appears click the Transaction tab Click the ellipsis at the end of the Status field and select Temp Off Market Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click the Save icon Information is sent to the MLS Office during Listing Upload Changing status from Active to Cancel Off Market 1 2 Click Listing Data from the sliding menu Click the Change shortcut icon 140 Enter the MLS number o
126. ing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool 97 Entering a price change 1 2 Click Listing Data from the sliding menu bar Click the Change shortcut icon Enter the MLS number or address of the listing to be edited Click OK When the Listing Editor appears click the Transaction tab Enter new price in the Listing Price field Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click Save If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Entering a contingency change 1 2 Click Listing Data from the sliding menu bar Click the Change shortcut icon Enter the MLS number or address of the listing to be edited Click OK When the Listing Editor appears click the Transaction tab Enter the new contingency in the Contingency field Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in th
127. inting tax record information To print tax information simply click the print icon when the tax information is on your screen The information will print in grid format Exporting search results The Export function in ULTREX Agent allows you to either save the listing data or pictures from any listing to a generic file type This export option includes the capability to save the data for export into Top Producer and DeLorme For information on other compatible programs contact Technology Concepts Inc Customer Service at 507 289 4180 NOTE Check with the specific program vendor for information regarding any additional charges or release forms that may be necessary 1 Select search criteria and conduct a search 2 Select desired View icon to view search results 3 If you wish to export only selected listings highlight the listings you wish to export 4 From the ULTREX menu bar select File Export All Listings or Selected Listings The Export Selection box appears 5 Select the program where you wish to export Click OK to continue or Cancel to quit A dialog box appears prompting you to locate the directory for export Select the appropriate directory For information on custom export options see What is Export Information Listing Lookup Looking up a listing using a List Number The Listing Lookup function allows you to lookup listings using an MLS number or street address To lookup a listing using an MLS Number 1 Cl
128. ions View Offers quick access to Agent Office Attribute History Listing Subscriber Message and Tax Record Manager Also offers access to the Posting Pool The view option also allows you to quickly switch from ULTREX Agent to ULTREX Communications Tools Offers capability to access system tools and options Help Offers access to online Help and ULTREX version information The ULTREX Toolbar The ULTREX Toolbar found directly below the menu bar provides access to the following functions x Delete Delete information from your database or posting pool O New Display a blank form of the appropriate type Save Save current additions changes to the pool and stay in the current screen a Post Save information to the main MLS database r Previous Scroll back one record Only activated when applicable Next Scroll forward one record Only activated when applicable Back Exit current screen Main Menu Exit current screen and return to Main Menu Grid View Display search results Summary Display search results View Full View Display search results dg Quick Display Quick Search form Search g Full Search Display Full Search form ih Search Perform search of MLS database Results Using single or multiple selection options ULTREX allows flexibility for working with various types of information The single multiple selection options allow you to work efficiently with your information Following is a description of
129. ir Anyone who uses a computer has experienced a lock up that necessitates shutting off the computer without properly exiting all programs and Windows When a computer is shut off with programs running errors can occur in certain files Repair looks at these files and fixes any detected errors Compress As a database is accessed information is not always returned to its original location Not only does it take longer for the computer to access information but the size of the database also increases The Compress function puts information back in its proper place increasing the performance of ULTREX and decreasing the size of the database Deep Repair Again if a system is shut off without properly exiting all open programs errors in certain files can occur The Deep Repair looks at these files even more in depth than the Repair function and fixes any detected errors The typical ULTREX user will only perform this function when directed by ULTREX Customer Support Restore From Backup When Restore From Backup is selected ULTREX automatically replaces the main databases with back up copies of the databases For more information see Archiving data Repairing your databases Compressing your database 30 Deep repairing your database Restoring your database from backup Archiving data Maintaining a current back up copy of the MLS databases is vital in the event that something happens to the main copies of the database We rec
130. isting number address price and property status A comment section is available for each listing This field is editable by selecting that field The screen allows you to sort the selections in any order you prefer add listings remove listings add comments and print Any price or status change that occurs after a property is initially selected is highlighted by check marks 1 To view the contents of the Selections tab simply select that particular tab using your mouse Listings selected for this prospect are listed in a grid format NOTE Scroll bars are visible to allow you to scroll through the entire selections list To view Comments use the scroll bar located on the lower portion of the screen The status bar located in the lower section of this screen identifies the number of properties in this prospect s selection list Changing the sort order in the Selections Tab To adjust the order of selected properties you may renumber them in any order you desire 1 Select the Sort Order field using your mouse 2 Type in the number you desire 3 Continue in the same manner by renumbering any other selected properties NOTE Numbering does not have to be sequential 4 After you have renumbered select the Sort Selections button located on the lower left portion of the screen ULTREX Sales Assistant sorts your selections list numerically 43 Adding comments in the Selections Tab This field uses the time date stamp from Windows
131. ital that transaction data is entered accurately all status changes in ULTREX are performed using a special tab found with the Listing Editor entitled the Transaction tab The Transaction tab provides the only access to the fields needing modification for transactions and runs strict validity checks on the entered information to assure correctness Editing a Listing Once a listing has been posted to the server there is information that can only be edited or changed by your MLS Office Staff or Technology Concepts Changes that must be called into the MLS Office include Room Grid Information Amenities Finance Information Pictures and Grid Information found in Multi Unit and Farm You can add information to what has already been posted but you cannot delete the originally posted information 1 Click Listing Data from the sliding menu 2 Click the Change shortcut icon 3 Enterthe MLS number or address of the listing to be edited 4 Click OK The Listing Editor appears 5 Click in field s containing information you want to edit and make changes 6 Click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool NOTE This function is available at the MLS O
132. ition to appearing where listing related information is printed or displayed the owner agent designated is printed at the top of any listing printout where it applies Listing Status ULTREX supports six listing status conditions Active Pending Closed Expired Temporarily Off Market and Canceled Off Market When a listing status is changed the change must be one of the allowed conditions listed in the table below 90 To Status From Status Active Pending Closed Expired Temp Cancel Off Off Market Market Active YES NO YES YES YES Pending YES YES NO YES YES Closed NO NO NO NO NO Expired YES NO NO NO NO Temp Off YES NO NO YES YES Market Cancel Off NO NO NO NO NO Market Understanding Validity Checks When a new listing is being entered or an existing listing is being edited the following validity checks are applied to the data Mandatory Fields A bold label in the ULTREX Entry program designates required fields Listing Number All listing numbers must be unique Current Status Upon status change ULTREX Entry verifies that the status change made is allowable Effective Date The effective date is the day the contract was signed or the date a change took place This date cannot be a future date Expiration Date Three validity checks are placed on the expiration date the expiration date cannot be earlier than the current expiration date cannot be earlier than the effective date and cannot be more months th
133. king the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Deleting an agent When an agent cancels his her membership in the multiple listing service change their active status to NO in the Agent Manager Changing their active status to NO means that their name will no longer appear in any agent attribute list Because the agent s name could be associated with listings in the database deleting an agent from the database is hazardous to the entire MLS database For this reason deleting an agent can only be done by the System Administrator and is not accessible to the typical ULTREX Entry user Please contact Technology Concepts Inc for more information Understanding Office Information Understanding Office Information Information regarding the offices in your MLS board is accessed from the Office button located within the Participants portion of the sliding menu This section contains a record for each office including address phone numbers and active status An office is defined as the place of business for the professionals who are authorized to use the MLS information An office can include a real estate agency as well as an appraisal office The office name and phone number will appear as the listing or sold office phone number on the Fact Sheets Feature Sheets 111 Book Format print outs and on the picture sections of the Listing an
134. lder and the information will automatically be displayed as the default location is to that particular file You can change the default location or type in a different location based on where you have saved the information you wish to view 37 38 Ultrex Sales Assistant What is the ULTREX Sales Assistant The ULTREX 98 Sales Assistant Paradigm Because prospects are the most important part of your business ULTREX Agent combined with the ULTREX Sales Assistant module has extensive prospect management capabilities Information about your prospects is kept in a prospect file This prospect file along with the MLS property files allows you to keep track of both people and properties throughout the sales cycle For many real estate agents the ULTREX Sales Assistant paradigm represents a shift from the traditional MLS system that focuses just on properties To use it effectively it is important to understand the way the program is structured Therefore a brief explanation of the ULTREX Sales Assistant paradigm has been provided ULTREX Sales Assistant combines functions for keeping track of both prospects and properties into a single integrated program Basically you can think of ULTREX Sales Assistant as having two file cabinets one containing property information and another containing prospect information The property cabinet can be thought of as having several drawers one drawer for each different property type The prospect cabi
135. lick OK ULTREX displays listings that most closely match the address The number of listings found is displayed in the lower left corner of the status bar Tips e Partial listing numbers may be entered and ULTREX Entry will search for possible matches e Use the Previous and Next icons located on the toolbar to navigate between listings 74 Working with a History Lookup Understanding History Lookups Changes made through the Transaction tab in the Listing Editor are logged in the history table and make up a listing s history Itis possible to view a history for a specific listing by using the History Lookup utility NOTE the current listing number not the property address or other property identifier anchors the listing history When a listing is accessed via History Lookup a grid displays showing a history for the property When errors exist in a listing history it is necessary to edit the history of a listing History changes cannot be made through the History Lookup function See Fix History for specific instructions on how to fix the history of a listing Looking up listing history Looking up listing history This function allows you to view the history of a listing using either the MLS number or the street address 1 Click the Listing Data group button 2 Click the History Lookup shortcut icon A dialog box appears allowing you to search listings by listing number or address To Search Using MLS Number 1 Enter the f
136. lick on the Communicate group button 3 Click on the Download shortcut icon A message box appears asking you to confirm the connection location 4 Click Yes A message box highlights each action as it occurs during the download process 5 When complete you can return to ULTREX Agent by selecting ViewlULTREX from the menu bar Tip e If your data push was unsuccessful see Fixing an unsuccessful download data push Fixing an unsuccessful download data push The Utilities group offers two functions that are used to correct an unsuccessful download or data push The Retry Update Shortcut The Retry Update shortcut from the Utilities group becomes active only if the data push is unsuccessful If the data push is unsuccessful simply select the Retry Update button and ULTREX Communications attempts the data push again The Download Date Shortcut The Download Date shortcut from the Utilities group allows you the option to reset your current download date to the previous download date This function is used if some problem occurred during the download process and it was necessary to retry the download 1 From the Utilities group select the Download Date shortcut A message box appears asking you to confirm your desire to reset the download date This message box displays your last download along with the previous download date 2 Select Yes to continue or No to quit 3 Repeat the download process See Performing a download for more in
137. listed on the right side of the window To remove a selected option click on it and click Remove 3 Click OK 4 Select Printer Print Range and Number of Copies then click OK 44 Creating a Comparative Market Analysis CMA The Comparative Market Analysis CMA provides a printed report with your seller s home information and comparable properties along with areas for you to figure adjustments Remember The information entered from Subj Prop becomes the first column of the CMA the comparable properties are from your seller s Selections tab 1 Open the specific prospect file to use in creating your CMA See Selecting a Prospect for specific information OR 1 Create a new prospect by clicking Prospects from the group 2 Click New 3 Enterthe personal information regarding the prospect on the Personal tab 4 Click the Save icon 5 Click the Sell button 6 Inthe Sell row click the box under Residential 7 Enter any comments by clicking the Notes button 8 Click the Subj Prop button Fill in appropriate seller s home information NOTE The information completed on this page becomes the first column of the CMA but ULTREX does not use this information to search for comparable properties 9 Fillin comparable property search criteria on the Specifications or Full Specs tab 10 After entering search criteria click the Save icon 11 Click the Search Results icon 12 Click the desired view icon Upon reviewing se
138. llery shortcut icon 3 Atthe Picture Poster screen click the Review Pictures button NOTE Click the Use Last as Seq box if the last number of the picture file name is a sequence number ULTREX searches the Gallery directory and return two lists Pictures with a matching listing and Pictures without a matching listing 4 Select desired posting options as described below 104 5 Click the Delete Pictures After Post box to automatically delete the picture file after posting 6 Click the Overwrite Existing box to replace the current picture s 7 To designate a specific number of pictures per listing enter the number in the Maximum field 8 Click Save Pictures are saved with their matching picture to the Posting Pool If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Working with the Listing Lookup Looking up a listing With the Listing Lookup function you may search for any listing using either full partial MLS number or full partial street address Listings found using Listing Lookup are available for viewing only no editing can be performed on the listings 1 Click Listing Data group button 2 Click the Listing Lookup shortcut icon A dialo
139. marks the selected listing for posting 3 A Yes appears on your screen if the listing has been correctly marked for posting 4 Select the Posticon from the toolbar The listing you have selected for posting is sent to the main database At this point ULTREX Entry runs validity checks on the data that has been entered If invalid data is detected you receive an error message indicating the problem Click the OK button to clear the message ULTREX places you directly in the field that needs modification Posting multiple listings from the Posting Pool If your server is on site you can perform this action If your server is off site everything in the pool will be posted when you click the Upload icon 1 Click Listing Data from the sliding menu 2 Select Posting Pool The posting pool appears allowing you to select those listings you wish to post 3 To mark all listings to post select the first listing to post and while holding down the SHIFT key select the last listing to post This highlights all listings in between 4 When the listings have been highlighted right mouse click Select the Mark to post option This marks all selected listings for posting NOTE You can also remove the posting notation by selecting the Mark Not to Post option Select the Post icon from the toolbar The listings you have selected for posting are sent to the main database Performing a test post The Test Post simulates a post to the MLS server and
140. mation select OK to continue Setting up Ultrex Communications Setting up the MLS Phonebook Before conducting your first download you must set up your MLS Phonebook To set up your MLS Phonebook 1 Ty 8 From the ULTREX Menu bar select View ULTREX Comm The Communications Main Menu appears Click the Configuration sliding menu and then click the MLS Phonebook icon to set up the phonebook When the MLS Phonebook screen appears click New to enter the MLS phonebook information You may get a warning message about a modem no longer installed Click OK Fill in the information on the phone book manager screen including the Server Name and phone number of your MLS server you can obtain this from you MLS office set as default In the Connect using this modem box click the arrow button and select the modem to use In the Connection from this location box click the arrow button and select the location Click the Post icon on the tool bar to save your selection then click the Back icon You are now ready to perform your first download For more information see Setting up your modem properties Setting up your modem properties 1 2 Click the Windows Start button Select Settings then click on Control Panel Double click the Modems icon At the Modem Properties screen click the Dialing Properties button The Dialing Properties screen appears Select the location name from the drop down box or click New to en
141. mation Get to the Posting Pool When you save any information using the Save icon found on the toolbar ULTREX automatically places the data into the Posting Pool If a listing is currently in the Posting Pool Data from the pool appears with the listing in the Listing Editor How Is Pool Information Sent to the MLS Database Because an MLS server can be located either in the MLS office or in a remote location information in the Posting Pool gets to the MLS database in two different ways For a local server information is posted directly to the MLS database To send the listings to the MLS database the user will enter the Posting Pool mark the listings to post and click the Post icon on the toolbar These listings are sent directly to the MLS database For a remote server information in the Posting Pool is sent to the MLS database during a listing upload To send the listings to the MLS database the user will enter ULTREX Communications and perform a listing upload The listings in the Posting Pool will be uploaded to the MLS database Options available in the Posting Pool Viewing or Editing from the Posting Pool Posting a single listing Posting multiple listings Performing a test post Editing listing data from within the Posting Pool 1 Click Listing Data from the sliding menu 2 Click the Posting Pool shortcut icon 3 Highlight the listing you want to edit 4 Right click on the listing you highlighted and select Edit 5 When
142. me that can be applied to a mortgage Amount of mortgage system generates automatically Monthly and or yearly property tax amount Monthly and or yearly insurance premium amount Monthly and or yearly mortgage payment system generates automatically Down payment amount based on displayed percentage Amount of home loan Maximum amount for which a prospect qualifies 2 Enterinformation Use the Tab key on your keyboard to move to the next field As you leave a field calculations appear in the yellow fields 3 Select the length of loan in the Loan Years box 36 4 Adjust the percentage of down payment by using the arrows found at the end of the field or by clicking in the field and typing the new percentage 5 Adjust the loan rate percentage by using the arrows found at the end of the field or by clicking in the field and typing the new percentage ULTREX automatically displays the maximum price the prospect hypothetically qualifies for in the QUALIFIED HOME COST field 6 Click the Main Menu icon to return to the main menu Using Presentation From the Ultrex Menu Bar select Tools Agent Tools Sales Aides Presentation This will access an Internet Browser If you are connected to the internet and want to view a web site simply type in the site address in the file location field If you have created an html presentation or have saved an internet site offline you can store it in the Ultrex98 Presentation fo
143. n a transaction history table is maintained for certain types of changes Price status and contingency changes along with the dates these changes occurred are logged in the history table 56 Property Information The property related records contain information about the property and any structures on the property The property related records are maintained separately from the listing records Attribute Information Each MLS board can define the allowable attributes that can be used in specifying the characteristics of listings and properties Examples include the list of allowed home styles school districts regions etc Subscriber Information Information on agents and offices is maintained in the system for reference and control Understanding Data Operations There are four types of operations that can be performed on the five data elements described in Understanding Data Elements Add A new listing new attribute new member or new office can be added to the database Edit refers to two functions editing incorrect or missing data and changing the price status or contingency of a listing Accessed through the Change icon in the Listing Data group edits can be made at anytime to existing listings to correct information or add missing data These types of edits are not logged in the history table Transaction changes are made on a special tab found in the Listing Editor called the Transaction tab Logged in the history
144. n into the pool and then selecting Post from the Posting Pool 117 Deleting a subscriber When an office or agent cancels their membership in the multiple listing service change their active status to NO in the Subscriber Manger Changing their active status to NO means that the name will show as active No on the subscriber roster and they will no longer be able to sign in to the ULTREX program with their ID and Password NOTE You should never delete any office agent or subscribers only inactivate them due to the fact that the name could be associated with listings in the database For this reason deleting an office an agent or subscriber is hazardous to the entire MLS database Click Participants from the sliding menu 1 Select Subscribers 2 The Subscriber Manager appears Select Single A single selection box displays Select the subscriber you wish to inactivate by pointing to the subscriber s name and single clicking 3 Click the OK button 4 The subscriber record appears Change Active Yes to No 5 Save and Post Understanding the Printing Process Understanding Printing ULTREX Entry makes the printing process simple Select the Listing Book or Sold Book option from the Printing section of the Main Menu screen ULTREX Entry offers the option of printing the entire Listing Sold book or selected reports from each book Following is a list of sections available for printing in the Listing and Sold book
145. n your selection above the following appears on your screen Single A single select box appears Single click the selection to view and click OK Information displays 35 Multiple A multiple selection box appears Select records to view and click OK displays Search The Loan Data Search appears 4 Enter search criteria 5 Select the Search Results icon 6 Select the Full View icon to view search results Information that meets your search criteria appears on your screen 7 Click the Main Menu icon to return to the main menu Qualifying a Prospect Information The Prospect Qualification function estimates the maximum purchase amount for a prospect REMEMBER The result of the Prospect Qualification does not guarantee the prospec t will qualify for the same amount when applying for a mortgage Please direct your prospect to their mortgage provider for an actual qualification 1 Select the following from the ULTREX menu bar Tools Agent Tools Prospect Analysis Prospect Qualification The Prospect Qualification screen appears The fields that appear are defined below ANNUAL INCOME ANNUAL ADJUST ADJUSTED INCOME QUALIFY PERCENTAGE QUALIFIED TAXES INSURANCE MORTGAGE TAXES AND INTEREST DOWN PAYMENT HOME LOAN QUALIFIED HOME COST Total income Amount of long term commitment payments i e student loans Annual Income Annual Adjust system generates automatically Percentage of inco
146. nction allows you to view the information stored for all prospects regardless of active or inactive status 1 Click the Prospects group button 2 Click the All icon 3 A Prospect File appears Tip e Use Previous and Next icons to navigate between prospects files Adding information using the Specifications Tab ULTREX Sales Assistant provides two shortcuts for entering your buyer s preferences and seller s comparable criteria Quick Specifications or Full Specifications ULTREX Sales Assistant defaults to Quick Specifications 1 Using your keyboard enter your buyer s preferences or your seller s comparable criteria 2 Selectthe Save icon located on the ULTREX toolbar to save your prospect s preferences comparables Adding a listing from the Selections List At any time you may add additional listing s to the prospect s selection list Use the following procedure to add a listing 1 From the Selections tab select the Add Listings button 2 A box appears prompting you to enter the listing number or street address of the property to add Enter MLS Number or Address and select OK to add the listing or Cancel to quit 47 Market Tracking for Buyers What is Market Tracking for Buyers Buy Changes The Buy Changes shortcut from the Market Tracking group allows you to monitor your active buyer s property selections These property selections are found within your active buyer s folder in the Selections tab NOTE the Buy Change
147. nd to define the maximum number of pictures allowed for each listing After defining save options and clicking the Save icon on the toolbar the ULTREX saves the pictures with the corresponding listings and sends them to the Posting Pool Listings and pictures are then sent to the MLS database during the posting process For more information see Matching pictures with a listing Matching pictures with a listing Before performing this function save your pictures to C Program Files ULTREX Databases Gallery 1 Click Listing Data from the sliding menu 2 Clickthe Picture Gallery shortcut icon 3 Atthe Picture Poster screen click the Review Pictures button NOTE Click the Use Last as Seq box if the last number of the picture file name is a sequence number ULTREX searches the Gallery directory and return two lists Pictures with a matching listing and Pictures without a matching listing 4 Select desired posting options as described below 5 Click the Delete Pictures After Post box to automatically delete the picture file after posting 6 Click the Overwrite Existing box to replace the current picture s 7 To designate a specific number of pictures per listing enter the number in the Maximum field 8 Click Save Pictures are saved with their matching picture to the Posting Pool If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the se
148. net also has one or more drawers but in this case each drawer is privately assigned to an individual real estate agent Within an agent s file drawer are the agent s prospects Information about your prospects is further broken down into the type of property they are interested in buying or selling These are like folders that contain information about a prospect s specific wants and needs Each prospect has one or more of these property folders There are five types of folders available for prospective buyers and five for prospective sellers for a total of ten different folder types The five types of prospect property folders match the five types of properties in the MLS database Residential Multi Unit Commercial Building Sites and Farms Each prospect can have any combination of the ten different property folders Thus you can think of the prospect file cabinet as having a private drawer for each agent to use on the computer where the ULTREX Sales Assistant program is installed Within each agent s drawer is a file for each prospect Inside each prospect s file is all the appropriate property interests for both buying and selling property Using this paradigm ULTREX Sales Assistant helps you organize your prospects and keep track of properties What Are the Options in ULTREX Sales Assistant From the ULTREX Sales Assistant main menu screen you are able to access information on your prospects and how the market affects those prospects Th
149. ng Messages 1 Highlight or view the message you wish to delete 2 Clickthe Delete icon on the toolbar ULTREX asks you to verify your delete request Click OK to delete the message Understanding Agent Information Accessing information about an agent The Agents function gives you quick access to information about agents To access information about an agent 1 Click the Participants group button 2 Click the Agent shortcut icon 3 Select one of three options Single to access information about a single office Multiple to access information about multiple offices Search to search for information about an office 76 To access information about a Single Agent 1 Click the ellipsis to the right side of the Single field A selection box appears 2 Clickthe Agent name for which you want to view information 3 Click OK Information about that agent appears 4 Click the Agent Cont tab for more information To access information about Multiple Agents 1 Click the ellipsis to the right of the Multiple field A multiple selections box appears 2 Clickthe name of the Agent for which you want to view information 3 Click Select Repeat steps 1 and 2 until all Offices you want to view are listed on the right side of the Agent Selection box 4 Click OK Information about these agents appears 5 Click the Office Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate bet
150. ng Pool Deleting attributes Once an attribute is added to the MLS database it is extremely dangerous to delete it For this reason the delete function is only available for System Administrators If you need to delete an attribute please contact Technology Concepts Inc 122 Working with the Fix History What is History Editor History Editor is a utility that allows an individual to modify the complete history of a listing When would you use History Editor There are several uses for History Editor Most notably is correcting entry mistakes However one may also need to use it to correct a system generated error An example of type of entry error would be as follows Suppose you use transaction editor to take a listing from ACTIVE to PENDING but you incorrectly type the effective date History Editor will allow you to correct these types of errors An example of a system generated error could be as follows Suppose something goes wrong with the Auto Expire program one night and it incorrectly expires some listings History Editor will allow you to erase the expiration of those listings Who has access to history editor Only those users who have MLS Staff or MLS Admin authority can access History Editor This restriction was implemented due to the complexity and sensitivity of the information being edited Reading the history editor grid History is listed in the grid with the most recent history as the first or top row in t
151. ning message about a modem no longer installed Click OK 5 Fillin or edit the infomration on the phone book manager screen including the phone number of your MLS server you can get this number from your MLS office 6 Click the Post icon the letter P to save your selection then click the Back icon You are now ready to perform your first download For more information see Setting up your modem properties Setting up your modem properties 1 Click the Windows Start button Select Settings then click on Control Panel 2 Double click the Modems icon 3 Atthe Modem Properties screen click the Dialing Properties button The Dialing Properties screen appears 4 Selectthe location name from the drop down box or click New to enter a new location 5 Verify the appropriate fields If you need to dial a number to access an outside line enter the number in the Local Number field If you will be dialing a long distance number to access the MLS server enter the appropriate number in the Long Distance field To disable call waiting click the box entitled This Location and choose the appropriate code to disable Indicate whether the phone location uses tone or pulse dialing by selecting the appropriate box Select Dial As Long Distance option if you will be making a long distance call from within the same area code 6 Click OK to exit the Dialing Properties screen 7 Click OK to exit the Modem Properties screen 8 Toexi
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153. nt levels of service through quick data transfers and fast data queries In addition to running ULTREX the computer can also be used by the agent or office staff for other applications Dependable The distributed nature of the ULTREX System makes it extremely dependable from the agent s perspective The computer used by the agent or office has a complete MLS database that operates independently of the MLS system If a failure in the central MLS system or phone lines temporarily prevents downloading new listings the locally stored data can continue to be used without interruption Secure Extensive data security has been built into the ULTREX System Only those people whom the MLS board has authorized can access MLS data and the board can revoke a user s access privileges at any time All data is also protected by user assigned passwords For more information on other ULTREX products visit our web site at http www ultrex com Understanding the MLS Data Structure Understanding Data Elements The MLS data is divided into five general categories listing information listing transaction information property information attribute information and subscriber information Listing Information The listing record contains current information about the listing status price contingency listing office etc as well as a limited amount of transaction information Listing Transaction Information In addition to the listing informatio
154. o a revenue producer These tools an example of which is located in the MLS Tools menu are not included in the base ULTREX Entry program Please contact Technology Concepts Inc for more information about receiving these additional tools Lock boxes play a vital role in the real estate industry making it easier for an agent to show a property ULTREX has created a Lock Box Manager that allows the MLS office to track lock box information such as the lock box number password and lock box location In addition users with broker and agent level authorization can help keep the lock box records up to date by entering certain information such as who the lock box is assigned the lock box location and the listing the lock box is associated See the following for more information on lock boxes 134 Finding a lock box Adding a lock box Editing a lock box Deleting a lock box Finding a lock box If you need to search for lock box information using specific criteria the Search button allows you to access the Lock Box Query 1 Select Tools MLS Tools Lock Box from the menu bar The Lock Box Manager will appear 2 Selectthe Search option and the Lock Box Search appears 3 Enter search criteria 4 Selectthe Search Results icon on the toolbar to search for lock boxes 5 Select the Full View icon to view search results Information that meets your search criteria appears on your screen NOTE This information is for viewing only Adding
155. o export you may be asked how many records you wish to have extracted For example Home Features Amenities you must decide how many of those will be extracted when you do your export Editing Export Information Export information currently in the database can be edited at any time 1 8 9 Select Tools Export from the ULTREX menu bar The Export Manager appears Select the Single option to edit a single record or select the Multiple option to edit more than one record If you have chosen the Single option the Export Selection box appears Locate the record you wish to edit using the scroll bars if necessary Select the record by pointing to the record and single click Select the OK button If you have chosen the Multiple option the export multiple selection box appears on your screen Select the records you wish to edit Select OK to continue The appropriate file s appear on your screen Locate the information you wish to edit and make appropriate changes When you are completed with the entry select the Save icon from the ULTREX toolbar ULTREX now places validity checks on the data A message box displays if invalid data is detected Click OK and ULTREX takes you to the field where invalid data has been detected Reenter valid data and click the Save icon on the toolbar Select the Main Menu icon to exit Deleting an Export Record Deleting an export record can only be done by the MLS Staff and
156. o the necessary directories The options you have are Changing the Selections View Changing the Default Search View Changing the Validity Check Message Display Viewing Progress Indicators Changing the Main Menu Background Changing the Presentation File Location 126 Changing Database File locations Changing the Selections View ULTREX offers numerous options for viewing MLS data From ToolslOptions you can designate which view displays for each of the three view buttons found on the toolbar and Listing Lookup 1 Select ToolslOptions from the menu bar The ULTREX Options screen appears 2 Inthe Selections View section click the ellipsis of the view you wish to modify 3 Asingle selection box displays all view options Point to the desired selection and single click 4 Click the OK button to select 5 Click the Main Menu icon to exit Viewing Progress Indicators The status bar found at the bottom of the ULTREX screen always indicates the status of the function being performed In addition to the status bar ULTREX offers an option to display progress indicators during certain functions such as printing and exporting The progress indicators are message boxes with a bar that indicates the progress of the utility being performed NOTE Displaying the progress indicators can slow down the performance of ULTREX 1 Select Tools Options from the menu bar 2 Fromthe ULTREX Options screen select the desired progress indicat
157. ogram that provides instant access to MLS listing information helping the agent match prospect wants and needs to available properties ULTREX Agent runs on a personal computer desktop laptop or network ULTREX Entry creates and maintains a master copy of the MLS database A complete copy of the MLS database is stored locally on the agent s PC and is updated from the master system as often as desired For more information on other ULTREX products visit our web site at http www ultrex com 11 Step by step procedures Starting and Signing on to ULTREX Agent 1 Click Start on the Windows taskbar 2 Select Programs 3 Select ULTREX 4 Atthe sign in dialog type your User ID and Password and then click OK The Main Menu screen appears Searching for Properties Types of Searches Using the Property Search shortcut from the Listing Data section of the Main Menu screen you can search for properties using very specific definitions After entering search criteria ULTREX Agent provides you with quick results ULTREX Agent offers two search options Quick Search The Quick Search contains the most common search items on one tab Because all the information is contained on one tab the Quick Search option allows you to enter search criteria and conduct a search very quickly This single Quick Search tab includes the following information fields Listing Price e Total Bedroom e Total Bathrooms
158. om the toolbar 136 Deleting a lock box Deleting a lock boxcan only be done by the MLS Staff and System Administrator authorization levels This option is not accessible to the typical ULTREX Entry user NOTE This function permanently deletes a lock box record from the main database PLEASE USE WITH CAUTION 1 Select Tools MLS Tools Lock Box from the menu bar The Lock Box Manager appears 2 Selectthe Single option 3 Asingle selection box displays Select the lock box you wish to delete by pointing to the lock box and single clicking 4 Clickthe OK button 5 Thelock box record appears Click the Delete icon on the toolbar A message appears asking you to confirm your delete request Select OK to delete the record or Cancel to cancel 6 Click the Main Menu icon to return to the main menu 137 Glossary ULTREX Glossary This glossary contains helpful terms specific to ULTREX For specific definitions and to learn the concepts in context please consult the online help provided with ULTREX Click a letter to view terms associated with it B D E F G H I J K L M O P Q R S T U V W X Y Z 139 Test Post Messages This listing should post correctly This listing should successfully post to the MLS server This listing number is currently in use Another listing currently uses the MLS number chosen Assign new listing number The effective date of 12 1 96 cannot precede the current date 10 31 96 ULTREX
159. ommend weekly archiving of the databases however archiving is not required and will take up space on the hard drive of your computer If ample space is available on the hard drive of your computer you may wish to archive your databases so you have a current backup of the databases available if needed 1 2 Click System from the sliding menu bar Click the Archive icon Select the following databases to archive Property Picture and Attributes In the Archive Database s to section select location to create back up Click Archive from the Tasks section Click the Run Tasks button Repairing your databases 1 3 4 Select the following from the menu bar Tools Archive The Archive Databases screen appears Recommendation Select the Property Picture and Attribute databases to repair Select the databases to repair by single clicking the box next to the database name A y appears if a database has been selected In the Tasks section click the box next to Repair Click the Run Task s button ULTREX repairs the selected databases Click the Main Menu icon to return to the main menu Compressing your database 1 Select the following from the menu bar Tools Archive The Archive Databases screen appears Recommendation Select the Property Picture Attribute and Work databases to compress Select the databases to compress by single clicking the box next to the database name A v will appear i
160. ontract to sell a particular property A property can over time have multiple listings attached to it but a listing can have only one property A property can have only one active listing at any given time The life of a listing is the duration of the contract but a property can essentially live forever Listing Numbers Numbers assigned by the MLS office or by a listing office when listing upload is being used externally identifies listings Listing numbers must be unique across all property types and the ULTREX Entry software does not allow a duplicate entry The listing number is checked for uniqueness during the saving and posting process If a duplicate is detected the user is prompted to assign a new number Listing Anchor Listings identify both the listing agent and the listing office but are anchored to the listing office This means that when a currently listed property moves to a different office a new listing number may be required depending on how the MLS board sets up the assigning of listing numbers Listing Activity Indicators If a property that is currently Expired or Canceled Off Market becomes active again it is classified as either Back On Market or New depending on whether the listing number has changed Owner Agents The database contains a field to designate an owner agent which means that the owner is also a licensed real estate agent It does not necessarily mean that the owner is also the listing agent In add
161. ors option from the View Progress Indications section 3 Click the Main Menu icon to exit ULTREX options Changing the Default Search View Using the General Search option you can search for properties using very specific definitions ULTREX offers two search options Quick Specifications or Full Specifications Quick Specifications contains the most common search items on one tab The Full Specifications features all possible search fields organized onto various tabs To change your default search view 1 From the menu bar select Tools Options 2 The Program Flow tab appears Choose desired search option from the Query View section 3 Click the Main Menu icon to exit options Changing the Main Menu Background ULTREX gives you the ability to customize the look of your main menu by changing the background to any picture or graphic you desire To change your Main Menu background 1 Select Tools Options from the menu bar The ULTREX Options screen appears 2 Click the ellipsis at the end of the Background field 127 3 From the dialog box that displays select the location of the graphic file NOTE The file selected must be in a graphic file type such as jpg or bmp 4 Selectthe graphic file by pointing to the file name and single click 5 Click Open 6 Clickthe Main Menu icon to exit Changing Database File locations The Database Files tab on the ULTREX Options screen allows you to set the database file location
162. osoossoscossosseseose 51 UPDATING PROSPECT FILES WITH NEW COMPARABLES INFORMATION cscssssssssosssssssesesssesesesssesesesesecoree 51 Searching the database for Comparable Changes eese E E E NONE E 51 Updating prospect files with Comparable Change Information eese nennen nennen 51 Searching the database for New Comparables ssseeseeeeeeereeeenne nennen trente E nennen entrent 51 Updating prospect files with New Comparables Information eese een eren nennen 52 Saving and Restoring Prospects Saving prospects Restoring prospects ULTREX ENTRY FOR LISTING OFFICES cssssscssssesvscsesnsesessseossncosssngnsesssnsosvonssensnssosencosiensesesesssedobesesesesenssacnsssncesesesusctesssesuensds 55 WOHATAS ENTR Y FORMES OEEICES 2 sere esp ai eer re QURE RR ERES aE URS QUAERE HET ERU EEE 55 UNDERSTANDING THE MLS DATA STRUCTURE esee ettet teeth tentent tenete tenni testet n e tenens tet n entier nen enn tn sinet nin 56 Understanding Data Elements pen eee p dcei ded edere pr e Rp rena 56 LISTING INFORMATION rc IC ES 56 LISTING TRANSACTION INFORMATION eee eee een ene en teens ntn sn sn enean sae en suene sensa sae en sa sn sensn sae en saspe sensa sae nen sn sn een en sno 56 PROPERTY INFORMATION reitera tests token teet esn ie ple evesb Meuse prt te repost Gevp ele esiste ree esset pied Eebepi ee vessel ST deca 56 ATTRIBUTE INFORMATION otra 57 SUBSC
163. ot Sheet 19 Viewing Messages 23 76 108 Viewing Progress Indicators 28 81 127 Viewing search results 14 Viewing tax records while viewing listing information 15 What are Agent Tools 34 What are Broker Reports 22 What are Hotsheets 17 What are messages 23 What are Prospects 41 What are Statisitics 19 What are Statistics 19 What are the ULTREX Options 27 80 126 What is Agent Information 25 What is an Area Survey 21 What is an auto listing number 65 95 What is an Expiration Report 20 What is Archiving 30 What is Archiving 30 What is Entry for MLS Offices 55 86 What is Exporting Information 32 What is History Editor 123 What is Market Tracking for Buyers 48 What is Market Tracxking for Sellers 50 What is Office Information 24 What is the ULTREX Sales Assistant 39 What is ULTREX Agent 11 Working with Off Market status changes 149 Working with On Market status changes 148 152 153 Error Cannot open file referenced on page 159 154
164. pecific listing by using the History Lookup utility NOTE the current listing number not the property address or other property identifier anchors the listing history When a listing is accessed via History Lookup a grid displays showing a history for the property When errors exist in a listing history it is necessary to edit the history of a listing History changes cannot be made through the History Lookup function See Fix History for specific instructions on how to fix the history of a listing Looking up listing history This function allows you to view the history of a listing using either the MLS number or the street address 1 Click the Listing Data group button 2 Click the History Lookup shortcut icon A dialog box appears allowing you to search listings by listing number or address To Search Using MLS Number 1 Enter the full or partial MLS number in the Search for Listing Numbers field and press the Tab key on your keyboard Repeat until all listing numbers have been entered 2 Select Active Pending if desired 3 Click OK ULTREX automatically displays the listings The number of listings found is displayed in the lower left corner of the status bar To Search Using Full or Partial Street Address 1 Click in the Number field in the Search for Address section of the Select Listings dialog box 2 Enter house number if known or enter partial number and press the TAB key on your keyboard 3 Enter Compass Point
165. proper place increasing the performance and decreasing the size of the ULTREX database Deep Repair A more in depth repair function than the standard ULTREX repair function Edit To modify incorrect information or enter additional information about a listing Expiration Report The Expiration Report returns a list of properties that will expire went expired or went expired and are still expired during the user specified date range For agents printing this report only listings that are owned by you will display in this report For Brokers only listings owned by your office will print on this report F Fact Sheet for Agent use The Fact Sheet contains the same information as the Residential Feature Sheet with the addition of the Listing Information section history information and additional pictures Fix History A table that stores transaction information regarding a specific listing G Grid Sheet All properties are displayed in a list without a picture one line per listing Statistical information based on the search results is displayed at the bottom of the report 143 H History Lookup Viewing history information about a listing Hot Sheet The Hot Sheet will print changes in price status and contingencies for listings during the user specified date range Listings are sorted by property type The Hot Sheet also contains a column explaining why a listing is on the report For example a sign means a price chan
166. py of any ULTREX database Area Price Indices An index that shows the area and price for each property type This Index is organized first by MLS area then by ascending price Area Survey Report Divided into four groups based on status this report provides the number of listings and average days on market within a price range Attribute Information The definable and allowable attributes that each MLS Board can define for its listings and properties Examples include the list of allowed home styles school districts regions etc Authorization level The data access level that a user has The levels are Public Assistant Agent Broker Staff and System Administrator B Book Format Similar to the pictured sections of the Listing and Sold Book the Book Format report contains the same information that is presented on the Fact Sheet but uses abbreviations rather than the long descriptions Broker Subscribers with Broker access have the same access as agent level and are able to run an expiration report on all listings owned by that office 142 Buy Changes A function that allows you to monitor your active buyer s selections C Comparable Changes A function that allows you to monitor your active seller s property selections Comparative Market Analysis A report that provides you with the seller s home information and comparable properties Compress A function that allows ULTREX to put information back in its
167. r address of the listing to be edited and click OK When the Listing Editor appears click the Transaction tab Click the ellipsis at the end of the Status field and select Cancel Off Market Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click the Save icon Information is sent to the MLS Office during Listing Upload 141 A Agent authorization level Subscribers with this authorization level can download listings from the MLS server view listing data through ULTREX Agent or Sales Assistant access prospect and market tracking through Sales Assistant run statistics survey and hot sheet reports run expiration reports owned by him her receive messages view Office and Agent phone book information view attribute information and archive databases A person with Agent authorization does not have to be a licensed real estate agent Agent Listing Summary for Agent use A picture of property if available will appear on the left portion of the report On the right side basic features of the listing are described Information pertaining to the number of days on market and instructions directions are also contained on this report Agent Roster Lists all active agents in the MLS in alphabetical order Alphabetical Index Lists all active listings found in a Listing Book and Sold Book in alphabetical order Archive Creating a back up co
168. removes the record from the database please exercise extreme caution when using this function This operation can only be performed by the MLS Staff or System Administrator To Delete an Entire Listing 1 From the menu bar select Tools Delete Listing 128 S When prompted enter the MLS number s of the listing s to delete and click OK Click the Select All button Click the Delete Icon from the menu bar A message box appears asking you to confirm the delete request Select Yes to delete the selected items or select No to quit REMEMBER Selecting Yes permanently deletes this listing from the main database PLEASE USE WITH CAUTION Immediately after deleting any listing information go to the Posting Pool All Delete Tab mark information to post and post information from the delete tab To Delete Parts of a Listing 1 2 From the menu bar select Tools Delete Listings When prompted enter the MLS number s of the listing s and click OK Select component s to delete from the list of options Click the Delete Icon on the tool bar OR Using your mouse highlight the selections to delete in the appropriate grid Click the Delete Icon on the tool bar A message appears asking you to verify the delete request Select Yes to delete No to quit Immediately after deleting any listing information go to the Posting Pool All Delete Tab mark information to post and post information from the delete tab Dele
169. rice Sale Agent Sale Office Financing and Sale Concession fields must be empty in an active property Selling Price If selling is more than x higher or lower than the current price a message will appear Your MLS board defines the percentage 59 Understanding Authorization Levels Authorization level refers to the data users can access and what they can do with the available data ULTREX Entry supports six authorization levels The following is a brief explanation of the six authorization levels Public This authorization level will be defined at a later time Please do not use at this time Assistant This authorization level will be defined at a later time Please do not use at this time Agent Subscribers with this authorization level can download listings from the MLS server view listing data through ULTREX Agent or Sales Assistant access prospect and market tracking through Sales Assistant run statistics survey and hot sheet reports run an expiration report on listings owned by him her receive messages view Office and Agent phone book information view attribute information and archive databases Someone who has Agent authorization does not have to be a licensed real estate agent Broker Subscribers with Broker access have the same access as agent level and are able to run an expiration report on all listings owned by that office Staff Subscribers with Staff access have the same access as broker level an
170. roperty Picture Attribute and Work databases to compress Select the databases to compress by single clicking the box next to the database name A v will appear if a database has been selected In the Tasks section click the box next to Compress Click the Run Tasks s button ULTREX compresses the selected databases Click the Main Menu icon to return to the main menu e Itis possible to perform an archive repair and compress at one time After selecting the databases simply check the boxes next to Archive Repair and Compress then click the Run Task s button Deep repairing your databases 1 4 5 Select the following from the menu bar Tools Archive The Archive Databases screen appears Select the databases to deep repair by clicking the box next to the database name A check mark appears if a database has been selected From the Tasks section click the box next to Deep Repair Click the Run Task s button ULTREX deep repairs the selected databases Click the Main Menu icon to return to the main menu Restoring your databases from backup 1 Select the following from the menu bar Tools Archive The Archive Databases screen appears From the Tasks section click the box next to Restore From Backup NOTE ULTREX restores the databases found in the directory listed in the Archive Database s to box A message box appears asking you to confirm the restore request Click Yes to restore No
171. rsossosccsccseoseoseossossoesessese 7 Performing a download RR ii eE E O E AREE EENE K AE aa aiaa 8 Fixing an unsuccessful download data push eese eet eene teen eret enetne tenente tnnt nnns 8 The Retry Update Shortcut eee rt aee tn e RE Gonna Urt ENS L ENTENDER ee b eto die e PERRO seuss 8 The Download Date Shortcut Performing a listine THUS im 9 ULETREX AGENT okos ne asnes oe ive eite osi SES ebbe ESSE TEE EET Ute e ET ee breeds 11 WHAT IS ULTREX AGENT ccccccscsscsessssecsescssecsesessesessessesesscsessesscscsacssecnscsssescsssssssscassecaesessesaeseenesaesecaessesscaeseenecaesusaeeeesesacens 11 THE UETREX AGENT PARADIGM inst riesis aseos ni EES EE O EOE a EE ETE oS aSo sa SESS 11 VLETREX AGEN Dieser M E E E E baxes O EEIN S E ESES osu ebvcuedsnsaua oasensenasaseeusnsadeenbaseietesstonetaees 11 STEP BY STEP PROCEDURES 5 rn NEN NO AU FUE DET E UE EE EENE 12 Starting and Signing on to ULTREX Agent sees eee tenete tentent entente nenne 12 Searching for PrODeVlle uet REO RERO oh Gee UE ERR EN E RE ERU Gated aaa e eee ei ERE UR 12 Types ot Searches ux RESO URAA OTAR DE Ete ditat eiie beue Re 12 QUICK SEARCH oer 12 Enterin Search Criteria Ji oo oe ee eine e e tb d e eei Searching for properties using tax record information Searching the datab se iei d era ee CE ne tb E ye e e Ha eee bee Viewing search results 3 etae HEAR I UE NR EHE IS RE GERIT Viewing tax
172. rver immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool 73 Working with the Listing Lookup Looking up a listing With the Listing Lookup function you may search for any listing using either full partial MLS number or full partial street address Listings found using Listing Lookup are available for viewing only no editing can be performed on the listings 1 Click Listing Data group button 2 Click the Listing Lookup shortcut icon A dialog box appears allowing you to search listings by listing number or address To Search Using MLS Number 1 Enter the full or partial MLS number in the Search for Listing Numbers field and press the Tab key on your keyboard Repeat until all listing numbers have been entered 2 Select Active Pending if desired 3 Click OK ULTREX automatically displays the listings The number of listings found is displayed in the lower left corner of the status bar To Search Using Full or Partial Street Address 1 Click in the Number field in the Search for Address section of the Select Listings dialog box 2 Enter house number if known or enter partial number and press the TAB key on your keyboard 3 Enter Compass Point if desired and press the Tab key on your keyboard 4 Enter the full or partial Street Name in the Street field 5 Select Active Pending if desired 6 C
173. s Changing your password NOTE Password changes must be made by users with Staff or System Administrator authorization level Please contact Technology Concepts Inc if you have questions If your server is off site you cannot perform this task even with Staff authority 1 2 Click Participants from the sliding menu Click Subscribers The Subscriber Manager appears Select Single Multiple or Search Based on your selection the following appears on your screen Single A single select box appears Single click the selection to view and click OK Multiple A multiple selection box appears Select records to view and click OK Information displays Search The Subscriber Search screen appears Enter search criteria Select the Search Results icon Select the Full View icon to view search results and the information that meets your search criteria appears on your screen Change your password When you have completed the entry click the Save icon and then click the Post icon 88 Understanding the MLS Data Structure Understanding Data Elements The MLS data is divided into five general categories listing information listing transaction information property information attribute information and subscriber information Listing Information The listing record contains current information about the listing status price contingency listing office etc as well as a limited amount of transaction information
174. s a list of properties owned by you that will expire or that are currently expired There are three options for printing this report to give you the information you need to effectively track expired listings REMEMBER The Expiration report only provides you with information on the listings you own Properties that will expire prints a report of listings that will expire in the selected date range Listings will have the current status of active pending or temp off market 20 Properties that went expired prints a report of listings that expired in the selected date range Properties that went expired and are still expired prints a report of listings that remain expired in the selected date range For more information see Creating viewing and printing an Expiration Report Creating viewing and printing an Expiration Report The Expiration Report provides you with a list of your expired listings based on specified search criteria 1 Click on the Listing Data group button 2 Click on the Expiration shortcut The Expired Listings dialog box appears 3 Select type of report 4 Enter the date range by typing specified dates in the From and To fields 5 Click the Print button to print the report or click the Print Preview button to view results on the screen Area Survey Report What is an Area Survey The Area Survey shortcut allows you to access the Area Survey Report If you are interested in becoming an expert in the real estate m
175. s all active offices in the MLS alphabetically with all agents associated with that office Agent Roster lists all active agents in the MLS in alphabetical order Alphabetical Index lists all active listings found in the book Each property type has its own section Within the property type listings are organized alphabetically by street address Sold Area Address Index organizes sold listings by property type MLS area and then alphabetically by street address Again the number of sold listings is based on a user defined date range Pictured Sold Listing Sections prints listing information with a picture for sold listings in the database Listings are organized by property type and then by MLS area Number of sold listings are based on a user defined date range For more information see Printing a Listing Book Printing Sold Books Printing a Subscriber Roster Printing a Listing Book Note There are several options available for book printing and this is all dependant on the size of your database and the space available on the computer you are printing from Please contact Technology Concepts for more information on book printing options 1 Click Printing from the sliding menu bar 2 Click the Listing Book icon 3 Select dates for Market Analysis Statistics and Off Market indices 4 Click All Report button After the active sections have finished extracting a message box appears asking you to verify the correct printing of thes
176. s for your system The installation process automatically sets the location of the data files to C Program Files ULTREX98 Databases directory on your computer If you are on a network you may want to change the location of certain files to point to your network s server NOTE We recommend changing your database file locations only if you have a network server PLEASE USE WITH CAUTION 1 Select ToolslOptions from the menu bar 2 Atthe ULTREX Options screen click the Database Files tab The three file locations to change are Picture Picture mdb Properties Home mdb and Attributes Attr mdb files Click the ellipsis at the end of each of those fields 3 Select the new file location Example X Program Files ULTREX98 Databases ____ mdb X your network server 4 Click the Open button 5 Click the Main Menu icon to exit NOTE In order for ULTREX to accept the new database locations you must close and restart the application Changing the Validity Check Message Display The Check Entry section allows you to choose when you would like validity check messages to display Show error on keystrokedisplays a message when invalid data is detected Show error on savedisplays a message during the save process if invalid data is detected 1 Select Tools Options from the Menu bar 2 Inthe Check Entry section select the desired option 3 Clickthe Main Menu icon to exit Deleting a listing Since deleting a listing permanently
177. s from the sliding menu 2 Select Offices To work with one record select Single When the single selection box appears select the office s name and click OK 113 5 6 To work with multiple records select Multiple When the multiple selection box appears select the office names and click OK At the Office Editor screen select the Office Cont tab Click the Get File button At the dialog box click the arrow in the Look In box and locate the directory where the graphic file is located Select the file to add by pointing to the filename with your mouse and single clicking Click the Open button Deleting an office logo 1 2 3 4 Click Participants from the sliding menu Select Offices To work with one record select Single When the single selection box appears select the office s name and click OK To work with multiple records select Multiple When the multiple selection box appears select the office names and click OK At the Office Editor screen select the Office Cont tab Click the Clear button Editing office information Office information currently in the database can be edited from the Participants portion of the Main Menu screen Follow the instructions below to edit office information 1 2 Click Participants from the sliding menu Click the Offices icon To edit a single office click the ellipsis to the right of Single To edit multiple offices click the ellipsi
178. s matching your active sellers home are accessed from the New Comparables shortcut on the Market Tracking group These new comparables include new listings and current listings that now match the criteria of your sellers Using your active sellers comparison criteria ULTREX Sales Assistant searches the new and changed listings and provides you with the results of the search NOTE The New Comparables shortcut searches for changes in all of your active sellers property folders You may search for new matches using one or two options e Since Last Search which finds new matches since the last time you performed a search using the this function Remember if you have not downloaded since searching with this option no new matches will be found e From MLS Date allows you to designate a specific date to search today being the default date If you wish to change the date you may do so by using the scroll keys next to the date For more information on using these functions see Searching the database for Comparable Changes Updating prospect files with Comparable Change Information 50 Searching the database for New Comparables Updating prospect files with New Comparables Information Searching the database for Comparable Changes The Comparable Changes function searches for information about any listing changes that are relevant to your active seller prospects selections since your last download To search the database for comp
179. s option allowing the MLS office to send messages to subscribers of the ULTREX system Printing ULTREX Entry listing and sold books are generated from the Printing portion of the Main Menu screen Simply select the kind of book for printing and ULTREX Entry guides you step by step through the process System The System portion of the Main Menu screen is used for administrative type activities Listing histories are fixed from this section along with maintenance of attributes archiving databases and making database installation disks LISTING INFORMATION The Listing Data group of the ULTREX Main Menu is where all listing information is generated Located within this group are all the functions needed to add new listings and maintain existing listings Below is a list of the available functions New Add a new listing to the listing posting pool Change Update or edit an existing listing Posting Pool View the posting pool for further changes or for posting to the database Picture Gallery Fast method for saving pictures with listings 93 Listing Lookup Lookup a listing s for viewing only History Lookup View history information for a listing s Entering a new listing 1 2 Click the Listing Data group button Click the New shortcut icon The Listing Editor appears Select the property type of the listing by clicking the box to the left of the appropriate property type ULTREX allows multiple proper
180. s shortcut will search for changes in all of your active buyers property folders Buyer selection changes are listed in alphabetical order according to prospect For each prospect the property s that have changed will appear along with the changes Changes that are noted in this report are status changes and price changes The old status price will appear along with the new status price New Matches New listings that match your buyer s preferences are accessed from the New Matches shortcut from the Market Tracking group These new matches include new listings and current listings that now match the criteria of your prospects Using your active buyers preferences ULTREX Sales Assistant searches the new and changed listings and provides you with the results of that search NOTE The New Matches shortcut will search for changes in all of your active buyers property records New matches are listed on alphabetical order according to prospect One or more new matches may be found for each prospect The property type listing number price and address will be noted for each new match You may search for new matches using one or two options e Since Last Search which finds new matches since the last time you performed a search using the this function Remember if you have not downloaded since searching with this option no new matches will be found e From MLS Date allows you to designate a specific date to search today being the default dat
181. s to the right of Multiple Select the office s to edit and edit information Click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool 114 Deleting an office When an office cancels their membership in the multiple listing service change their active status to NO in the Office Manager Changing their active status to NO means that the office name will no longer appear in any office attribute list Because the office name could be associated with listings in the database deleting an office is hazardous to the entire MLS database For this reason deleting an office can only be done by the System Administrator and is not accessible to the typical ULTREX Entry user Please contact Technology Concepts Inc for more information Understanding Subscribers Accessing information about a subscriber The Subscriber function gives you quick access to information related to Subscribers A Subscriber is defined as anyone who has access to the MLS information through ULTREX 1 Click the Information group button 2 Click the Agent shortcut icon 3 Select one of three options Single to access information about a single Subscriber Multiple to
182. s you wish to post To mark all listings to post select the first listing to post and while holding down the SHIFT key select the last listing to post This highlights all listings in between When the listings have been highlighted right mouse click Select the Mark to post option This marks all selected listings for posting NOTE You can also remove the posting notation by selecting the Mark Not to Post option Select the Post icon from the toolbar The listings you have selected for posting are sent to the main database At this point ULTREX Entry runs validity checks on the data that has been entered If invalid data is detected you receive an error message indicating the problem Click the OK button to clear the message ULTREX places you directly in the field that needs modification 103 Performing a test post The Test Post simulates a post to the MLS server and can be performed either prior to an initial posting or after a posting has failed 1 Click Listing Data from the sliding menu 2 Click the Posting Pool shortcut icon 3 Click the Test Post Results tab 4 Click the Test Post button ULTREX simulates a post and returns a message for each listing indicating the test post result Working with the Picture Gallery Understanding the Picture Gallery With a few clicks of the mouse the Picture Gallery matches a picture to its corresponding listing via MLS number ULTREX offers this utility as another option for adding p
183. saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool Entering a status change ULTREX supports six listing status conditions Active Pending Closed Expired Temporarily Off Market Cancel Off Market 68 When a listing status is changed the change must be one of the allowed conditions listed below To Status From Status Active Pending Closed Expired Temp Cancel Off Off Market Market Active YES NO YES YES YES Pending YES YES NO YES YES Closed NO NO NO NO NO Expired YES NO NO NO NO Temp Off YES NO NO YES YES Market Cancel Off NO NO NO NO NO Market There are cases where a status change to a listing must occur on the same day ULTREX automatically enters the date and time stamp so edit with caution For more information see Working with Off Market status changes Working with On Market status changes Adding pictures to an existing listing 1 Click Listing Data on the sliding menu 2 Click the Change shortcut icon 3 Enter the MLS number s of the listing s 4 Click the Picture tab 5 Click Add New 6 Select the directory where the picture file exists and click the filename of the picture 7 Click Open The picture appears ULTREX automatically assigns the picture a sequence number and picture number one will be the main picture used throughout ULTREX 8 Enter description in the Description field if desired 9 Click the Save icon
184. seeseooseeoeeooscooeeosseooeeosecoeeoeeooseeeeeosseoeeeosecoeeeseeoeseeseeoseee 86 CHANGING STATUS FROM EXPIRED TO ACTIVE eeeeeeeeee esten enne ta ttn enean n ta tonta snae totes tna n ane n ento tenen sa aestu un 86 CHANGING STATUS FROM PENDING TO ACTIVE eres esten enne n esten enean nta tonta snas totes tna n ansa ea totos ena a een en tun 87 CHANGING STATUS FROM TEMP OFF MARKET TO ACTIVE ccsssssssssssssssssssssssssssssssssssessssssssnsessssssesssessnsesessssesees 87 WORKING WITH OFF MARKET STATUS CHANGES eese eene tete ten entnta enean tanen nente tenen esae nes ton en enne so sen essa ane 87 CHANGING STATUS FROM ACTIVE TO PENDING e eeeeee esten enne nta tenian anon n ta tonta snae ses tasa n anon to ton en snae en enun 87 CHANGING STATUS FROM PENDING TO CLOSE eere eese enses teneant nennen tanen enne totes tassa nena to tenens seen enun 88 CHANGING STATUS FROM ACTIVE TO TEMP OFF MARKET eee ee eese ta ten nennt tosta tna n anna to ton en enses tnus 88 CHANGING STATUS FROM ACTIVE TO CANCEL OFF MARKET eerte tenen ennt tentnnan anna ta ton enn ao estatus 88 Ie EEE EE ME TUA M UD RM M M T TUAE CEN MR E Rc Ed 90 AGENT AUTHORIZATION LEWV EL e eeeeeen eene tates enata tonta tan an enata tanen enata ton an suene totos en ases ta tanen nente tenen esas senes 90 AGENT LISTING SUMMARY FOR AGENT USE
185. ss field CITY Address field 41 STATE ZIP HOME PHONE OFFICE NUMBER Address field Address field Home phone number Office phone number FAX Fax number DATE Automatic time stamp ACTIVE Designates active prospect URL ADDR Address field for internet home page E MAIL ADDR Address field for email address NOTE The phone and fax numbers will print on reports as they appear in these fields Fill in appropriate prospect information on the Personaltab Use the TAB key on your keyboard to move to the next field TAB SHIFT to move back one field Bold labels indicate mandatory fields From the upper right hand portion of your screen designate the property type the prospect is interested in buying or selling or both by clicking the box under the appropriate property type in either the buy or the sell section Comments regarding your prospect can be entered in the Notes area To access this area select the Notes button along the right hand portion of the prospect screen To time date stamp your entries click the Dated Note button and ULTREX Sales Assistant adds the current time and day Selecting listings for a prospect 1 Click the Specifications tab when working with Buyer or Seller to enter criteria Click the Subj Prop button when working with a Seller to enter Seller s Home information Click the field in which you want to enter criteria Enter criteria Enter criteria in as many fields as you want
186. ssesesssessssesessssssnsesessssessenees 92 IMA cp oc sontsessoecucesoetsguccssscsseesoststeeubasbasesunssssestusetescse E I I E 92 MARKET STATISTICS REPORT scsscsssssssssssssscssssssssssssssssssssssevsvsssessesssssesssssssssessvsssessssssesssessssesesnsesssesssssnssnsesevsssessssees 92 IUENRRDINIUqQUDVDLUL rsrs reion 92 MESSAGES T a 93 MES NUMBER ai 93 viii Table of Contents MORTGAGE AD konsi eds ono e NE se pueda HE MM S ME DL ILU Mn LEM CLE 93 Nico lcm LA CLE LII I UMP ILE Tee ee 93 NENUCOMPARABEES astaot uu Rabe Dada Meo s DRE MM LE c Led 93 NEW MATCHES cacti elle mM a AL acu Co lu iP Ee E a aul 93 ub M uM Eme d E m i 93 OFFICE ROSTER esas Oi Settee telesales Sta Reacts Be LE eo elitr acl aa LE 93 OFFICE TODE dca inneni iea ona acc Ta eM DEI E LA E LEE Eod 93 OFF MARKET INDICES so assess tesa cast avid sass ects oa dtu tuto lu I a ut UE Sed 93 OWNER AGENT ee ozono Coena uota dep m D DL NM AME E 93 jr cc a LM LIII I EE UE ee 93 PICTURE CAELERY oi abe EE ad cu Meo LM MM E c Ed 93 POSTING PV ices ciment hadas aeu med ae uL te tL ERE uda 93 PROPERTY INFORMATION ocscsssssssssssssessososessososessssssessosssessososessosesensosesessesesessesssessosssensessuensessuensessuensossuensessuenseseee 94 PROSPECT ANALYSIS ad ost tap ote dite d testas t ace uc Dai amd n oL C Nai i 94 PR
187. ssword 88 Choosing listings for a prospect 42 Compacting Your Database 27 Compressing your database 31 79 125 contingency change entering 68 98 Creating viewing and printing a Statistics Report 20 Creating viewing and printing an Expiration Report 21 120 Creating a Comparative Market Analysis CMA 45 Creating a Statisitcs Report 20 Creating a Statistics Report 20 148 Creating an Area Survey Report 22 Creating an Expiration Report 21 120 creating Broker Reports 22 Creating the Hot Sheet 18 Customizing the download 62 data archiving 31 78 124 auto archiving 27 databases auto compacting 27 Deep repairing your databases 32 79 125 Deleting a history record 124 Deleting a listing 101 128 Deleting a lock box 137 Deleting a prospect 46 Deleting a subscriber 118 Deleting a subscriber s picture 117 Deleting an agent 111 Deleting an agent s picture 111 Deleting an Export Record 131 Deleting an office 115 Deleting an office logo 114 Deleting attributes 122 Deleting Messages 23 76 108 Deleting pictures 100 Deleting selected pictures 129 Deleting Selected Rooms 129 Editing a Listing 67 97 Editing a lock box 136 Editing a subscriber 117 Editing agent information 111 Editing attributes 122 Editing Export Information 34 131 Editing listing data from within the Posting Pool 71 102 Editing office information 114 Editing the event date 124 Entering a contingency change 6
188. st from the Posting Pool Changing Listing Information Understanding the Change function During the course of a listing s history it may be necessary to make corrections to a listing additions to a listing and reflect normal changes in a listing s status price or contingency This type of listing maintenance is done through Change found within the Listing Data group Within Change there are two types of functions that are used for listing changes edits and transaction changes Understanding the fundamental difference between these two functions is essential to ensure listing information accuracy The options available for Change are Editing a listing 96 Making a status change Adding pictures to an existing listing Replacing an existing picture Deleting pictures Deleting a listing What is an Edit An edit to a listing refers to the act of either modifying incorrect information or entering additional information to the listing Some examples include adding comments augmenting an amenities list or correcting a street address Edits to a listing can be made at any time during a listing s history with users receiving updated listing information during their download You will notice that there are a number of fields that are unavailable for editing through the Listing Editor These fields contain important history information that is modified during a transaction change What is a Status Change A status change is a modific
189. sting is posted the auto listing number is assigned to the listing for example ML00789 If the user does a posting from the Posting Pool form when posting is successful the user MLS Office or Broker loader can look at the summary information on the Test Pool tab which contains a list of the listings posted by listing number and address In addition a text file containing the summary information named TestResult txt is located under the directory C Windows Temp The user can open and print this file using Notepad or other text editor Adding a picture to a listing NOTE Picture files must be in a graphic type such as jpg or bmp 1 Click Listing Data from the sliding menu bar 2 Click the Change shortcut icon 3 Enter MLS number s of listing s 4 Clickthe Picture tab 5 Click Add New 6 Select directory where the picture file exists and click the filename of the picture 7 Click Open and the picture appears ULTREX automatically assigns the picture a sequence number and picture number will be the main picture used throughout ULTREX 8 Enter description in the Description field if desired 9 Click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site You can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Po
190. system NOTE The Message feature does not allow for responses to be sent back to the sender or for new messages to be sent by you For more information see Viewing Messages Deleting Messages Viewing Messages 1 Click the Participants group button 2 Clickthe Messages shortcut icon The Messages box appears 3 Highlight the message you wish to view and click the View tab Tip e If there is more than one message the Previous and Next icons are activated allowing you to page through all messages Deleting Messages 1 Highlight or view the message you wish to delete 2 Clickthe Delete icon on the toolbar ULTREX asks you to verify your delete request Click OK to delete the message 23 Offices What is Office Information Information regarding the offices in your MLS board is accessed from the Offices shortcut located within the Information group This section contains a record for each office including address phone numbers and active status An office is defined as the place of business for the professionals who are authorized to use the MLS information An office can include a real estate agency as well as an appraisal office For more information see Accessing information about an office Searching for information related to offices Accessing information about an office The Office function gives you quick access to information about offices To access information about an office 1 Click the Information group bu
191. t the Control Panel screen click FilelExit from the menu bar 61 Customizing the download Accessed from the Configuration group Downloading Options allows you to customize your dialing options the type and amount of data received and the time off market listings are kept on your system Re Dial Attempts ULTREX Communications provides the opportunity to change the number of re dial attempts and the length of time between re dial attempts To change settings 1 From the Configuration group select Download Options The Communications Options box appears The Redial Attempts field sets the number of re dials the ULTREX Communications attempts The default for this field is two attempts To change the default re dial attempts use the scroll keys located beside the field or click on the entry field and enter the desired number The Time Between Attempts field sets the amount of time ULTREX Communications waits between re dial attempts To change the default time use the scroll keys located beside the field or click on the entry field and enter the desired time in seconds To control the listing information download using the Data Tab 1 2 Click Configuration in the sliding menu Click Download Options Click the Data tab The Data Tab screen appears Maximum number of pictures per listing allows the user to set the number of pictures you wish to download with each listing To change the number of pictures use the s
192. t the diverse and changing needs of MLS boards Much of the listing database is table driven This allows the board to easily add new data categories without making expensive modifications to the software or restructuring the database For example an addition to the list of home styles is as easy as pressing the Add button and typing in the new name After the change has been made in ULTREX Entry it will be distributed to each user s ULTREX Agent program along with the listing updates Expandable The ULTREX System can be economically scaled to fit the needs of an exceptionally broad range of board sizes With a single computer and one or two phone lines it will serve a small board of fifty members With a network of computers it can serve a large metropolitan area The software is also modular so 55 optional functions can easily be added A board can start with a basic system then purchase additional capabilities as needs change and the board grows Affordable ULTREX has a number of features that bring leading edge technology within the reach of all boards regardless of size ULTREX is based on technology that takes advantage of the dramatic improvements in performance and rapid price drops in the computer industry The expandability of the system allows a board to start small and grow without losing their initial investment and starting over The distributed nature of ULTREX means fewer phone lines are required to provide excelle
193. t the length of loan in the Loan Years box Adjust the percentage of down payment by using the arrows found at the end of the field or by clicking in the field and typing the new percentage Adjust the loan rate percentage by using the arrows found at the end of the field or by clicking in the field and typing the new percentage ULTREX automatically displays the maximum price the prospect hypothetically qualifies for in the QUALIFIED HOME COST field Click the Main Menu icon to return to the main menu 84 85 Ultrex Entry for MLS Offices What is Entry for MLS Offices ULTREX is a fully distributed MLS System that is more than just another way to access MLS data ULTREX combines MLS listing agent and prospect data in a tightly integrated package that helps an agent quickly close additional business With just a few clicks of the mouse the ULTREX equipped agent can interactively match people and properties The ULTREX process is more than matching though With ULTREX Sales Assistant an agent can actively track each individual customer in the constantly changing real estate market Any status or price change on homes in a prospect s selection list is instantly highlighted New listings are checked to see if any of them match a prospect s stored preferences ULTREX tracks and analyzes the market while the agent is serving the prospect The ULTREX System has been designed in close collaboration with REALTOR associations across the n
194. table these changes include price status contingency and expiration date changes Fix Fixes are used to modify the history table and to change critical fields in the current record A transaction table fix modifies the transaction table to accurately reflect the true listing history This operation is potentially hazardous to the health of the history and should only be performed by qualified personnel Fixes to history records can only be made from the history editor Delete The Delete function permanently removes a record from the database This operation can only be performed if the record being removed is not referenced or being used elsewhere in the database Understanding database rules definitions Certain rules and definitions are imposed on the database by the ULTREX Entry software to ensure and maintain data integrity In addition the software is structured to allow the local MLS board to impose additional data rules Following is a brief description of the rules definitions 57 Agents Offices and Agencies Each listing is associated with an agent and an office Only one agent and one office may be associated with a listing ULTREX Entry does not allow associating a listing by agency alone Listings and Properties ULTREX Entry separates listings from properties A property is a physical piece of land that is identified by certain attributes A listing is a contract to sell a particular property A property can over time
195. ter a new location Verify the appropriate fields If you need to dial a number to access an outside line enter the number in the Local Number field If you will be dialing a long distance number to access the MLS server enter the appropriate number in the Long Distance field To disable call waiting click the box entitled This Location and choose the appropriate code to disable Indicate whether the phone location uses tone or pulse dialing by selecting the appropriate box Select Dial As Long Distance option if you will be making a long distance call from within the same area code Click OK to exit the Dialing Properties screen Click OK to exit the Modem Properties screen 8 Toexit the Control Panel screen click FilelExit from the menu bar Customizing the download Accessed from the Configuration group Downloading Options allows you to customize your dialing options the type and amount of data received and the time off market listings are kept on your system Re Dial Attempts ULTREX Communications provides the opportunity to change the number of re dial attempts and the length of time between re dial attempts To change settings 1 From the Configuration group select Download Options The Communications Options box appears 2 The Redial Attempts field sets the number of re dials the ULTREX Communications attempts The default for this field is two attempts To change the default re dial attempts use the scroll k
196. the MLS database The master copy of the database is kept on a computer called the server The server can be either local or in a remote location If the server is local the computer is in the MLS office Because the server is located in the same building the MLS staff connects directly to the server and sends data to the MLS database through a network With a remote location the server is not in the MLS office but in another location such as Technology Concepts Inc The MLS staff connects to the server and sends information to the MLS database using a telephone line and the ULTREX Communications software Five property types are currently supported in the database Residential Multi Unit Commercial Farm and Building Sites Database updates and changes are distributed on demand to the ULTREX Agent program The data entry software has extensive controls to assure that the data entered is accurate and complete The following ULTREX Entry attributes form the foundation of the ULTREX System Accurate Many MLS automation systems were designed primarily for book publishing These systems lack the design and controls that assure accurate data With the ULTREX System much of the data entry is done from attribute lists that are defined by your MLS board This not only simplifies data entry but it also eliminates errors because of misspellings and different abbreviations Easily Customized ULTREX Entry has been designed for easy modification to mee
197. ther way to access MLS data ULTREX combines MLS listing data and agent prospect data in a tightly integrated package that helps an agent close more business sooner With just a few clicks of the mouse the ULTREX equipped agent can interactively match people and properties The ULTREX process is more than matching though It allows an agent to actively track each individual prospect in the constantly changing real estate market Any status or price change on homes in a prospect s selection list is instantly highlighted New listings are checked to see if any of them match a prospect s stored preferences ULTREX tracks and analyzes the market while the agent is serving the prospect The ULTREX solution has been designed in close collaboration with REALTORS and associations across the nation The result is a system that has been carefully tailored to meet the needs of MLS boards brokers and individual REALTORS The ULTREX Agent paradigm ULTREX Agent provides powerful searching capabilities to allow you to search for properties using a very specific definition This searching capability helps you provide your prospects with the match that best suits their needs Generated using criteria defined by you reports are quickly and easily generated from the Main Menu screen of ULTREX Agent Hot Sheets Statistics and Survey reports allow you to become an expert in the real estate market in your area ULTREX Agent ULTREX Agent is a Windows pr
198. this letter N There are currently no entries under this letter 147 Index Accessing information about a subscriber 115 Accessing information about an agent 25 76 108 Accessing information about an office 24 77 112 Adding a listing from the Selections List 47 Adding a lock box 135 Adding a new history record 124 Adding a new prospect 41 Adding a picture to a listing 66 96 Adding a subscriber 116 Adding a subscriber s picture 116 Adding an agent 109 Adding an agent s picture 110 Adding an Export Record 33 130 Adding an office 113 Adding an office logo 113 Adding attributes 122 Adding comments in the Selections Tab 44 Adding information using the Specifications Tab 47 Adding pictures to an existing listing 69 99 agent accessing information 25 76 108 agent information editing 111 agents searching for related information 26 109 Archiving data 31 78 124 Archiving you data 27 auto listing number 65 95 Auto Archive Your Data 27 Auto Compact Your Databases 27 Calculating a mortgage 35 82 132 Changing a prospect s status 46 Changing Database File locations 29 81 128 changing status 68 99 Changing the Default Search View 28 81 127 Changing the Main Menu Background 29 127 Changing the Presentation File Location 29 Changing the Selections View 28 81 127 Changing the sort order in the Selections Tab 43 Changing the Validity Check Message Display 30 82 128 Changing your pa
199. ting selected pictures 1 2 From the menu bar select Tools Delete Listings When prompted enter the listing number of the listing s to delete Click the Listing tab and on the Picture grid single click the picture s to delete Click the Delete Icon on the menu bar A message appears asking you to confirm your delete request Select Yes to delete No to cancel Immediately after deleting any listing information go to the Posting Pool All Delete Tab mark information to post and post information from the delete tab Deleting Selected Rooms 1 2 From the menu bar select Tools Delete Listings When prompted enter the listing number of the listing s to delete Click the Home tab At the Rooms grid single click the room s to delete 129 Click the Delete Icon on the menu bar A message appears asking you to confirm your delete request Select Yes to delete No to cancel Immediately after deleting any listing information go to the Posting Pool All Delete Tab mark information to post and post information from the delete tab Export Record Finding an Export Record If you need to search for an export record using specific criteria the Search button allows you to access the Export Query 1 Select Tools Export from the menu bar The Export Manager appears Select the Search option The Export Query dialog appears Enter search criteria Select the Search Results icon to search for recor
200. tion for selling agent selling office and selling price fields Please enter the pending agency in the selling office field Pending office selling office is a required field when a listing goes to the status of pending Enter pending office in the Selling Office field The fields of selling agent selling office and selling price should not contain information with a status of Active Please check your entries Selling agent office and price are not required fields for active listings Please delete information from selling price selling agent and selling office fields Working with On Market status changes Changing status from Expired to Active 1 Click Listing Data from the sliding menu 2 Click the Change shortcut icon 138 Enter the MLS number or address of the listing to be edited and click OK When the Listing Editor appears click the Transaction tab Click the ellipsis at the end of the Status field and select Active Click in the Expiration Date field and enter the new expiration date Tab and ULTREX automatically enters the current date as the effective date If desired enter a different date in the Effective Date field Click the Save icon Information is sent to the MLS Office during Listing Upload Changing status from Pending to Active 1 2 Click Listing Data from the sliding menu Click the Change shortcut icon Enter the MLS number or address of the listing to be edited and click OK Wh
201. tion to display progress indicators during certain functions such as printing and exporting The progress indicators are message boxes with a bar that indicates the progress of the utility being performed NOTE Displaying the progress indicators can slow down the performance of ULTREX 1 Select Tools Options from the menu bar 2 Fromthe ULTREX Options screen select the desired progress indicators option from the View Progress Indications section 3 Click the Main Menu icon to exit ULTREX options Changing the Default Search View Using the General Search option you can search for properties using very specific definitions ULTREX offers two search options Quick Specifications or Full Specifications Quick Specifications contains the most common search items on one tab The Full Specifications features all possible search fields organized onto various tabs To change your default search view 1 From the menu bar select Tools Options 2 The Program Flow tab appears Choose desired search option from the Query View section 3 Click the Main Menu icon to exit options 28 Changing the Main Menu Background ULTREX gives you the ability to customize the look of your main menu by changing the background to any picture or graphic you desire To change your Main Menu background 1 Select Tools Options from the menu bar The ULTREX Options screen appears 2 Click the ellipsis at the end of the Background field 3 From the
202. tton 2 Click the Offices shortcut icon 3 Select of the three options Single to access information about a single office Multiple to access information about multiple offices Search to search for information about an office To access information about a Single Office 1 Click the ellipsis to the right side of the Single field A selection box appears 2 Click the Office name for which you want to view information 3 Click OK Information about that office appears 4 Click the Office Cont tab for more information To access information about Multiple Offices 1 Click the ellipsis to the right of the Multiple field A multiple selections box appears 2 Click the name of the Office for which you want to view information 3 Click Select Repeat steps 1 and 2 until all Offices you want to view are listed on the right side of the Selections box 24 4 Click OK Information about these offices appears 5 Click the Office Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Offices Searching for information related to offices 1 Click the ellipsis to the right of the Search field 2 Enter known information 3 Click the Search Results icon located on the toolbar The number of matches appears on the status bar 4 Clickthe View icon located on the toolbar to view offices 5 Click the Office Cont tab for more information Tip e Use the Previous and Next
203. ture Click Open The picture appears ULTREX automatically assigns the picture a sequence number and picture number one will be the main picture used throughout ULTREX 99 8 Enter description in the Description field if desired 9 Clickthe Save icon Information will be sent to the MLS Office during listing upload Replacing an existing picture 1 Click Listing Data on the sliding menu 2 Select Change 3 Enter the listing number for each listing 4 Click OK 5 Select the Picture tab If there are multiple pictures use the scroll bar located below the lower right corner of the picture to locate the picture to replace 6 Click the Replace button A dialog box appears prompting you to locate the directory where the picture file is found 7 Click the arrow in the Look In box and locate the directory 8 After locating the directory select the picture file by single clicking the name of the file 9 Click the Open button ULTREX replaces the existing picture with the new selected image Comments may be added in the DESCRIPTION field 10 Select the Save icon from the toolbar We recommend deleting the original picture file After the picture has been saved a message will appear giving you the option to delete the original picture file Click Yes to delete No to keep the picture file NOTE If making edits to multiple pictures in the same listing it is necessary to save and post the listing between each edit For example
204. ty types Simply click all appropriate property types Click in the Listing Number field and begin entering listing information If your board has selected the auto listing number option the Listing Number field on the Entry form will be blank and ULTREX will automatically place AutoNum in the Listing Number field The listing number is assigned after the listing is posted See instructions below for entering information when a single select box appears a multiple select box appears or when you need to enter information into a grid Click the next tab to continue to enter listing information When all information has been entered click the Save icon If your server is off site information will be sent to the MLS Office during Listing Upload If your server is on site you can post the listing to the server immediately by clicking the Post icon after saving or you can post several items at once by saving information into the pool and then selecting Post from the Posting Pool To enter information in a single select box 1 2 3 Click the ellipsis A single select box appears Click on the information you want to select Click OK To enter information in a multiple selection box 1 Click the ellipsis A multiple selection box appears Click on one piece of information and click Select repeating until all desired information is on the right side of the window To remove information click on it then click Remove Cl
205. u delete a listing history immediately go to the posting pool All Delete tabs and mark to post and post any information on this screen Click the listing tab mark the listing to post and post the listing from the listing tab This will ensure all deleted listing information is posted to the MLS server correctly Working with Archives Archiving data Maintaining a current back up copy of the MLS databases is vital in the event that something happens to the main copies of the database We recommend daily archiving of the databases 1 Click System from the sliding menu bar 2 Click the Archive icon 3 Select the following databases to archive Property Picture and Attributes 4 Inthe Archive Database s to section select location to create back up 5 Click Archive from the Tasks section 6 Click the Run Tasks button Repairing databases 1 Click System from the sliding menu 2 Select Archive The Archive Databases screen appears 3 Select the databases to repair by single clicking the box next to the database name A v will appear if a database has been selected 4 Inthe Tasks section click the box next to Repair 5 Click the Run Task s button ULTREX repairs the selected databases 124 6 Click the Main Menu icon to return to the main menu Compressing your database 1 Tip Select the following from the menu bar Tools Archive The Archive Databases screen appears Recommendation Select the P
206. ull or partial MLS number in the Search for Listing Numbers field and press the Tab key on your keyboard Repeat until all listing numbers have been entered 2 Select Active Pending if desired 3 Click OK ULTREX automatically displays the listings The number of listings found is displayed in the lower left corner of the status bar To Search Using Full or Partial Street Address 1 Click in the Number field in the Search for Address section of the Select Listings dialog box 2 Enter house number if known or enter partial number and press the TAB key on your keyboard 3 Enter Compass Point if desired and press the Tab key on you keyboard 4 Enter the full or partial Street Name in the Street field 5 Select Active Pending if desired 6 Click OK ULTREX displays listings that most closely match the address The number of listings found is displayed in the lower left corner of the status bar 75 Tips e Partial listing numbers may be entered and ULTREX Entry will search for possible matches e Use the Previous and Next icons located on the toolbar to navigate between listings Understanding Messages Viewing Messages 1 Click the Participants group button 2 Clickthe Messages shortcut icon The Messages box appears 3 Highlight the message you wish to view and click the View tab Tip e If there is more than one message the Previous and Next icons are activated allowing you to page through all messages Deleti
207. urn to the main menu Qualifying a Prospect The Prospect Qualification function estimates the maximum purchase amount for a prospect REMEMBER The result of the Prospect Qualification does not guarantee the prospect will qualify for the same amount when applying for a mortgage Please direct your prospect to their mortgage provider for an actual qualification 1 Select the following from the ULTREX menu bar Tools Agent Tools Prospect Analysis Prospect Qualification The Prospect Qualification screen appears 83 The fields that appear are defined below ANNUAL INCOME ANNUAL ADJUST ADJUSTED INCOME QUALIFY PERCENTAGE QUALIFIED TAXES INSURANCE MORTGAGE TAXES AND INTEREST DOWN PAYMENT HOME LOAN QUALIFIED HOME COST Total income Amount of long term commitment payments i e student loans Annual Income Annual Adjust system generates automatically Percentage of income that can be applied to a mortgage Amount of mortgage system generates automatically Monthly and or yearly property tax amount Monthly and or yearly insurance premium amount Monthly and or yearly mortgage payment system generates automatically Down payment amount based on displayed percentage Amount of home loan Maximum amount for which a prospect qualifies Enter information Use the Tab key on your keyboard to move to the next field As you leave a field calculations appear in the yellow fields Selec
208. urvey shortcut icon The Area Market Survey dialog box appears 3 Enter information in as many fields as you prefer 4 Click the Print button to print the report or click the View tab to view results on screen Tip e Enter date range by typing specified dates in the Search From and To fields Broker Reports What are Broker Reports Broker reports allow agents and brokers to view information regarding their personal listings Based on a user selected date range you can select reports that provide you with information about your active pending and sold listings Brokers will be able to view information on all listings owned by the office For more information see Creating Viewing and Printing Broker Reports Creating viewing and printing broker reports 1 From the File menu select Reports Broker Reports 2 Select Date Range 3 Click the Print button or Print Preview 4 Select which report s you wish to print or preview and click OK 22 When selecting Print you can select multiple reports to print When selecting Print Preview only one report can be previewed at a time Finding Office and Agent Information Messages What are messages The Messages shortcut from the Information group works as an electronic bulletin board for receiving messages sent from your local MLS office The Message option contains a list of all messages received the ability to view messages and the option to delete messages from your
209. ween Agent Information Understanding Office Information Accessing information about an office The Office function gives you quick access to information about offices To access information about an office 1l Click the Information group button 2 Click the Offices shortcut icon 3 Select of the three options Single to access information about a single office Multiple to access information about multiple offices Search to search for information about an office 7 To access information about a Single Office 1 Click the ellipsis to the right side of the Single field 2 Aselection box appears 3 Click the Office name for which you want to view information 4 Click OK Information about that office appears 5 Click the Office Cont tab for more information To access information about Multiple Offices 1 Click the ellipsis to the right of the Multiple field A multiple selections box appears 2 Click the name of the Office for which you want to view information 3 Click Select Repeat steps 1 and 2 until all Offices you want to view are listed on the right side of the Selections box 4 Click OK Information about these offices appears 5 Click the Office Cont tab for more information Tip e Use the Previous and Next icons located on the toolbar to navigate between Offices Working with Archives Archiving data Maintaining a current back up copy of the MLS databases is vital in the event that something happ
210. y and or sell folder simply select the shortcut you wish to view from the upper portion of the prospect file ULTREX Sales Assistant allows you and your prospect to select specific listings and save them on your prospect s selections tab found within a prospect s file Selected properties for buyers may be listings they are interested in viewing For sellers selected properties become the comparable properties for creating a Comparative Market Analysis CMA The Buy Changes and Comparable Changes shortcuts from the Market Tracking group will watch the list of selected properties and highlight any changes in price or status Adding a new prospect The process of entering a buy or sell prospect is exactly the same except for the addition of the Subj Prop button which appears when the prospect is designated as selling residential property The Subj Prop button allows you to fill in information specific to your prospect s home The information is useful in the Comparative Market Analysis CMA For more information on the CMA see Creating a Comparative Market Analysis From the Prospects group select the New shortcut A blank prospect screen appears The fields that appear within the Personal tab are defined below FIRST Prospect s first name LAST Prospect s last name SECOND FIRST Additional first name NAME SECOND LAST Additional last name NAME MAILING HEADER Header used on printed reports ADDRESS Address field ADDRESS Addre
211. ze field is not required but it is important to note that dimensions needed to TED be rounded to the nearest foot and a lowercase x should be used between measurements For example 12x12 Tips e Bold labels indicate fields that must contain information prior to saving the listing e Press the Tab key on your keyboard to move to the next field e A box with three dots referred to as an ellipsis located at the end of a field indicates a predefined attribute list exists for that field The information for selection is presented in either a single select box or a multiple selection box What is an auto listing number Compared to the listing number which is manually assigned and entered an auto listing number is assigned by the ULTREX system With auto listing numbers you don t need to enter listing numbers in the Entry form The auto listing number consists of a prefix and a sequence number The full auto listing number is seven digits The prefix is one or two characters alpha or numeric A one character prefix provides six digits for the sequence number and a two character prefix provides for a five digit sequence number The system administrator and the MLS staff have the authority to create prefixes Since the prefix can be defined at the board level this allows boards to group listings e g by year The sequence number is numeric It is generated by the ULTREX program and is assigned in ascending order beginning wit

MLS User Manual - HomeTown Association of REALTORS

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