4-Elimination of “Office Path” Controls

 

  To accommodate certain processing conveniences and interfacing with accounting systems, previous versions of REAL/Easy BOS have offered the multiple office “path” option.  Key reasons for this included:

•  ·   Enabled setups of commission check numbers for offices who do their own closings. E.g. OFFICE102 is at check number “20038”.

• ·    Enabled setups of the chart of account numbers for each office – e.g. OFFICE103 sales income account is “103-4100”.

• ·    Enabled different trust account numbers to be assigned to an office who is managing their own trust account – e.g. OFFICE104 maintains trust account “1120-4”.

• ·    Used as a method to incorporate two different check/reference number ranges for commission checks printed vs commissions that are paid by outside closing agents or direct deposit.

 For companies who have used the office path to help with the above and other tracking and processing needs, this method has also required many other setups to be maintained. These would include entry setup of key preferences including property type, buyer and seller sources, market areas (districts).  Too often, customers have stated, if the setups of property types for example were not consistent for each office, companywide totals could not be made.

 For companies with many offices, the addition of a chart of account number, or a new market area, has been a time consuming maintenance task as the new value had to be entered into each office’s setup.

Further, with office path operation activated, cross sales between offices would need to be entered as separate sales transactions – meaning duplication of this data entry work.

 With version 14.5, new setups have been added to the “Main Company Data” to enable elimination of the multiple office path option. Improvements include new items for each office data record, as well as expansions to the escrow/trust accounting commands.

 

 For Add/Edit office, a new item, “Financial Department ID” has been added. When this item is assigned the department ID from the financial accounting system, the need for separate charts of accounts for each office is eliminated. When creating the posting export files in REAL/Easy’s interface to accounting, this new item can be included in the export file definition as an account number segment.

 

 NEW: Control Numbers tab for each office enables the above new settings for the office level.

 For Office level users (see Security) there are four settings available for numbering commission checks and payments: 

• Next General Check No., Next Commission Check No., Next Direct Deposit Ref No., Next Outside Closing Ref No.  Note that the use of these settings is activated with the “Activate” checkbox.
• Trust Asset Account – this setting will cause the account assigned to be the default account for the first deposit made on a transaction having the office as the main office. This is useful at companies where the offices have their own escrow/trust banks for their deposits. The user can be either office or company level.

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