Adding a vendor

Chris Horroll
Chris Horroll
  • Updated

In Alto, you can easily search through existing vendor contact records as well as create new vendor records, and add new properties to them.

This article includes: 

Search for an existing vendor record

Before adding a new contact record, you should first check that the contact doesn't already exist in Alto.

  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

Searching_for_contacts.png

 Note

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

You might also want to consider utilising Groups to quickly view your vendors.
For more information on Creating a group of contacts, click here

Adding a new vendor

If you are unable to locate an existing record for the contact, you will need to create 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, Account Delivery Method and Address sections
    1. When adding a new contact (whose Type is set as Client), upon entering their Postcode in the Address section, you'll have the option to Add a property. Once clicked, this will launch our new method to add a property, with the contact pre-selected as the Vendor
  9. 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

With the basic record added, within your vendor contact record, you can use the Position top tab to record more information about your client.

  1. Click Contact on the side menu
  2. Click the Position top tab
  3. In the dropdown menu, record their current Position
  4. In the dropdown menu, record their Disposal position
  5. In the Why Moving dropdown menu, record their motivation for moving
  6. In the dropdown menu, record their Timescale that they are working to
  7. In the dropdown menu, record their Rating
  8. Tick if they are a Potential Vendor or Potential Landlord
  9. Complete the Money Laundering Checks section
    For more information on Anti Money Laundering (AML) Checks, click here

You can link copies of proof of ID to your vendor 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

Adding a property

To add/link a property to the vendor:

  1. Click Properties on the main toolbar
  2. Click Add a Market Appraisal or Property
  3. The Add a Property page opens. Within the Find an existing contact field, enter a name, address, email or phone number for the relevant vendor. Then, click Search contacts
  4. Select the relevant contact from the list below, and click Use selected contact 
  5. If there are address details held on the vendors contact record, you can now click Look up property, or, you can Add a new address
    1. If you are adding a new address, enter the Full UK postcode, select the Address and click Look up property. If we cannot locate the address or postcode via the Look up property option, you have the option to enter details manually 
  6. With the property looked up, you can now review the Address and Enquiry Type details, the Property Details, and the Energy Efficiency Rating. Any of these details can be amended, and more details entered if you click the relevant Edit section option
    (For example, you might want to make corrections if work has been carried out to change a 3 bedroom property into a 4 bedroom property)
  7. In the Notes section, enter any Appraiser notes which may help in winning the instruction
  8. Once you've reviewed all the details, click Save property

add a property edit property details november.png

On the contact record Overview, they'll show as a Vendor. The property status stays as Appraisal until it gets changed to Instructed.

For more information on Adding a new property and searching for properties, click here

Related articles: 

Uploading a property to the internet

Finding archived contacts

Generating solicitor referral emails

Booking a market appraisal for a property

Booking a market appraisal for a contact