HOW TO - Distribution of:

Contract/ Amendment/ Change Orders

Receive Executed Contract:

Receive Executed Contract from Sales Support Assistant(Genna ), Already sent to Signed Contracts by Genna:

a-Distribute to Attorney, and preferred Lender.

b-Distribute in a separate email if lender is not Fidelity

c-Distribute to buyer and buyers agent in a separate email from a or b above.

Complete Form 118 - If the home sold was in FMLS then you will need to submit to Kimberly S. a Form 118

ICA needed if buyers agent is involved, when completed submit to Kimberly S.

*** Remember when you submit your offer for review to include the contract cover sheet/attorney information sheet generated by SMART. This sheet will need to go to attorney.

**** If you have not already provided buyer with the Covenants and Restrictions, and the Smith Douglas Handbook via PDF or Hardcopy, send a PDF version of each with the Executed Contract.

Amendments and Change Orders that need Signature from Seller:

Please send to:

a-Your sales Manager

B-Sales Support Assistant (Genna)

Make sure the amendment has your signature and the buyers.

Received Seller Signed Amendment from Sales Support Assistant(Genna) and has already been sent to signed contract:

a-Distributeto Attorney, and if our preferred lender to the Lender.

b-Distribute in a separate email if lender is not Fidelity

c-Distribute to buyer and buyers agent in a separate email from a or b.

Change Orders: for changes on a house that is tied to an amendment once signed by buyer and seller

a-Distribute to Builder

Change Orders: for Deposits

a-Accept in SMART

b- Distribute copy of deposit form to Signed Contracts , lender and attorney. With check attached to form.

c- Check attached to Good Faith/ Option Form, dated and folded and put in Deposit Box at SDC mail room.

How to run a Traffic Report:

Go to applications in Smart

Sales

Common

At the bottom you will see Reports

The report you want is Notes Journal

** Information to enter to run this report is: 3 areas only

Entered by (choose a name or names/agent (s)) this will be who entered notes that week for your community.

Enter the dates (runs from Monday to Sunday)

Categories to enter are:

Be BackWeb Lead CommentFollow Thru Action

General Follow UpBuyer StoryTraffic

** YOU DO NOT NEED TO FILL IN ANY OTHER BLANKS.

Go to top of page click RED check

Once you have this information pulled go to top of page for pull down on exporting to a PDF, choose PDF and then export. I always open then review then save.

SUBJECT LINE AND SAVING REPORT as:

Example : MM Traffic Report for August 31st- September 6, 2015

What to do with Traffic Reports on Sundays:

Email to Traffic Notes no later than 8pm AND copy your community with aWEEKLY SUMMARY in body of email.

Report should Include:

  • ## offers received
  • ## accepted contracts
  • ## closings
  • ## Broker presentations and where, any showings as result
  • ## Flyer drops
  • ## leads follow up/prospecting and mining
  • ## emails (phone calls) sent to reverse prospect buyers/agents

Other helpful reminders:

Helium and Balloon orders can be emailed to Kimberly S.

Office and marketing supplies (form in The Process Model) goes to Kimberly S and Audra. By Noon on Fridays.

Be familiar with the ATTORNEYS office used for your community. It will be one of these two: The Beltrami Law Firm or McMichael and Gray

;

When labeling any documents for your community always use your community abbreviation such as CC for CassvilleCommons, the lot number, and brief description of document. This is applicable for your community files on your computer and email subject lines.

Examples:

CC Lot 33 Amendment 1 Exterior Color

CC lot 33 Option Deposit #1

CC Traffic Report for August 22-30, 2015

Please remember to sign your name to your email when working in a community with more than one agent or an agent working in more than one community. Also, make sure communication via email is coming from appropriate community email address.

How to Check the Estimated Closed Date Report and update closing dates to match date in Smart

a-Go to Application: Sales/ Management/ Reports at bottom of pull down.

b-Select Estimated Close Date Report

c-Complete Division with SDC, Gwinnett then autofill

d-Complete Project by choosing your community namethen autofill

e-Go to top left page and click the Red Check

f-You will need to select format so that you can see entire report. Format will be PDF, then export.

Dates that show -5 or more you will need to change to meet the date showing in terms on that particular lot. These will be your under contract homes.

You will also need to discuss these with your builder at your builder meetings to anticipate delays and prepare your buyer for a change in closing date if necessary. If closing date is changing, in most cases you will know at drywall and be able to get a firm date with your builder and This situation happens quite frequently when we accept a contract

x:

  1. Look in SMART to see what the base price is.
  2. Look at the base price in the Executed Contract in Public Folders.
  3. IF THIS IS THE PRICE DIFFERENCE, then it is because of the base price increase.
  4. To fix, do a CHANGE ORDER. The Adjustment tab is never accessible once the contract is ratified. Always have to do a Change Order to change something.
  5. Select Adjustment
  6. Base Price Change
  7. Input the $$ of the change (i.e. -$1000.00)
  8. In description, be sure to put explanation, i.e. (Base Price changed while in negotiations. Correcting base price in SMART.)

Wiring deposits to SDH:

When we are expecting a wire from a buyer, please send and email to Donovan Haag, Marcie Hoffman and Sandy Klein (our accounting department) and copy me. The email should say that “We are expecting a wire of $$$$ from Buyer Name (date). Please let me know when we receive it so I can record the payment in SMART. Thank you.”

One of them will check the account daily to see when it comes in and let you know. Be sure to reference the lot # in the subject line