Adding a vendor

In Alto, you can easily add a new vendor record, as well as add a new property to that vendor record. You're also able to search through existing vendor records.

This article includes: 

Adding a new contact record

 Note

To create a new vendor, you first have to add a new contact. Once the contact is added, they will automatically be referenced as a vendor when a property to sell is created and linked to them

  1. Click Contacts on the main toolbar
  2. Click Add Contact
  3. The Type of record needs to be set to Client
  4. In the dropdown menu, record the clients Intention. If they're only going to be a vendor, click Not Looking
  5. A Deactivating Requirement Profiles? message appears asking you to confirm that you want to deactivate their requirement profile. Click Yes
  6. In the dropdown menu, record the Lead Source. This is where the client heard about you
    (This dropdown can be edited by your Group Administrator)
  7. Allocate the client to a specific Branch and Negotiator
  8. Enter all the relevant client details that you have within the First Person, Second Person and Address sections
  9. Tick the appropriate Account Delivery Method(s)
  10. Click Save

 Note

A client can be an applicant, vendor or landlord. A contact can also be a combination of two or all three client types
For more information on Adding a new contact and searching for contacts, click here
For more information on Adding a landlord, click here
For more information on Adding a new applicant, click here
For more information on Adding a supplier, click here

Completing your vendor contact record

On your vendor contact record, you can use the Position top tab to record more information about your client.

  1. In the dropdown menu, record their current Position
  2. In the dropdown menu, record their Disposal position
  3. In the Why Moving dropdown menu, record their motivation for moving
  4. In the dropdown menu, record their Timescale that they are working to
  5. In the dropdown menu, record their Rating
  6. Tick if they are a Potential Vendor or Potential Landlord
  7. In the Money Laundering Checks section, tick the relevant boxes once the checks have been carried out
    1. In the Notes field, add in details about the proof of ID you have seen 

You can link copies of proof of ID to your applicant record.
For more information on How to upload documents to a contact, click here

You can also record the vendors Financial Services referral information, but, you must first complete the information in the Preference Centre top tab.
For more information on Preference Centre GDPR consent features, click here
For more information on Financial services referrals, click here

If your vendor is also an applicant:

  1. Click Requirements on the side menu
  2. Complete the Search Profile fields
    For more information on Adding an applicants requirements profile, click here
  3. When you have entered all the contacts relevant information, click Save

How to find an existing vendor record

  1. Click Contacts on the main toolbar
  2. Find the contact using the Search Contacts bar in the top right

To find an existing vendor record, you can enter the vendors: 

  • Name
  • Telephone number
  • Email address
  • Contact address
  • A combination of the above

 Note

You can click the down arrow at the end of the Search Contacts bar to include Archived contacts and to further filter the search and contact type

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Adding a property

  1. Click Property on the main toolbar
  2. Click Add a Market Appraisal or Property
  3. The Add a Market Appraisal or Property window opens
    In the Vendor/Landlord section, using the search bar, find and click the relevant vendor
  4. To add a new property record, in The Property section, click Add New
  5. The Add New Property window opens. You can either use the Postcode finder to set the address, or manually enter the property address
  6. Check the address is correct and then select:
    1. The Branch you want this property to be allocated to
    2. The Negotiator you want this property to be allocated to
    3. Market - Click For Sale for a sales property
    4. Property Category - i.e. Residential
    5. Type of property - i.e. House
    6. Enter the number of Rooms, Bedrooms, Bathrooms and Receptions, if known
  7. Click Next
  8. Click Book to add a Market Appraisal to your diary (Optional)

     Note

    You don't have to book a Market Appraisal at this stage. However, on the property, you will need to record the Proposed price in the Post Appraisal top tab, within Appraisal on the side menu
    For more information on Booking a market appraisal for a property, click here
    For more information on Booking a market appraisal for a contact, click here

  9. Click Finish

The contact record Overview will show them as a Vendor. The property status will stay as Appraisal until it gets changed to Instructed.

 Note

You will not be able to market, book viewings or start a tenancy on the property until the property status has been changed from Appraisal to Instructed, then changed to Available
For more information on Changing the status of a property, click here

Related articles: 

Adding a new property and searching for properties

Finding archived contacts

Creating a group of contacts

Solicitor referrals

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