New Main Account Set Up

New Main Account Set Up

Purpose

Use this procedure to search TIMX and create a new Main office account when an office does not already exist in the system.

Info
Before enrolling the office in TIMX, you must send the office information to your supervisor to get permission to set up the account.

Process

Open TIMX, click on HMS – CCM Search 

Notes
It is recommended to keep at least three TIMX windows open when creating a new account.

 

 

Searching TIMX

1. Use the information provided by the agent.

Examples of Office information:
  1. Company Name: NextHome Premier Choice
  2. Office Address: 6748 Pecan St, Frisco, TX 75034
  3. Broker Name: Jon Schwerin
  4. Email (either office or Broker email): jon@lucky13realtygroup.com
  5. Office Phone (Main Line): 4692940006 
    1. *No spaces, dashes, parentheses

2A.  Search by address

  1. Enter the street number and state
  2. Hit Search. 
  3. If no results, proceed to step 2B.

 2B. Search by Company Name

  1. Clear previous search
  2. Enter part of the Company name and state and click Search
    1. This will pull up everything in the system that matches those criteria. 
    2. For this example, our Company name NextHome Premier Choice is not part of the search results.

 

 2C. Search by Phone Number

  1. Clear previous search
  2. Enter the main office phone number with no breaks.
  3. Hit Search. 
    1. If no results, the office is not in the system. 
    2. Send the office information over to your supervisor to get permission to enroll.

 

 Finding the RASL

InfoThe RASL stands for Region, Area, Sales, Location. 
  1. This is a code that tells us whose territory this office account is in. 
  1. Clear out your CCM Search screen
  2. Enter the office ZIP code for the office you want to enroll.
  3. Look for an Active Main account.
  4. Double-click the account to open it.


  1.   Once the account is open, click on the RASL tab.
    1.   The RASL code is in the top field (5038). 
      1. The Area is Texas, the Sales Territory is Victoria Cantu, and the Location is Denton County. 
  2. Copy and Paste the RASL code into your Sticky Notes to save for later.
Notes
 It’s IMPORTANT to use the correct RASL code so that the correct AE is assigned.
  1. Open a couple of Active Main accounts to verify the RASL information is correct. 

If No Accounts Appear

  1. Search by the zip code ( remove the last digit to broaden your search).
  2. If that still yields zero results, you can remove the fourth number. 
  3. If you are unable to find anything with the zip code, email clientmgmt@cinchhs.com for help

 

 Creating the New Main Account

  1. Click on the Add button (white page with green plus).
  2. When prompted
    1. Create a new Distb Chnl? → Select Yes

 

Distb Chnl Tab:

  1. Enter the company name into the Name field. 
  2. Verify the spelling. 
    1. If you are using copy & paste, make sure you have grabbed the whole name. 
NotesAfter save, only a supervisor or the Service Center can change the company name.
  1.   In PGM – Select Basic Membership from the drop-down.

  1. Bus Type - Select Real Estate Broker from the drop-down.

  1. Enter the Broker’s Name in both the Contact and Broker Name fields.
  2. Enter the office address, email, and phone.


RASL Tab:

  1. Locate the RASL code you saved from your zip code search.
  2. Paste the code into the top field and hit TAB. 
    1. The fields will auto-fill with the appropriate information. 
Notes
Confirm that the state and AE populate correctly.

 

Acquisition Cost Setup Tab:

Enter the following values: 
  1. Distb Mech Code → Bottomline Laser Check


  1. Distb Acct Descr → HMS National 

 
  1. Use only for payment of acquisition cost? → N
  2. Is Distb Chnl allowed to withhold acquisition cost? → Y
  3. Are we allowed to deduct cancellations from acquisition payment? → N


Attach the Product to the Main Account

After saving Acquisition Cost Setup, TIMX returns you to the Distb Chnl tab.  Now we need to tie our Main office to the appropriate National Account.
  1. Cross References Tab
    1.  From the drop-down select REPORTS TO

 

  1. Enter the National Account Number or select it from the drop-down. 
  2. There are 3 commonly used National account numbers that you will choose from:
    1.  Cinch Realty National (used for all states except TX and WPA): 141772111
    2.  Texas (Cinch Fixd National): 142469343 
    3. Cinch Western PA: 142377301

 

  1.  Press Tab to auto-fill with Type Code and Name.
  2. Enter today's date as the Effective Date

  1. On the second line of the Cross Reference Tab
  2. Select Covered By from the drop-down

 

  1. Enter State Code
  2. Press Tab
  3. Enter today's date as the Effective date.

 

Comments Tab:

  1. Comment Title →   New Main (what you just did)
  2. Comments →  Explain how you obtained the information 
  3. Initial All Comments


Exclusions Reasons Tab:

  1. Select the Exclusions Tab.
    1. Click the drop-down arrow to select an Exclusion Reason Code
    2. There are FOUR Exclusion Reasons to choose from  
      1. When setting up a new office, you will ALWAYS use the fourth reason, NO MSA/ADDENDUM.


  1. Click OK on the payment message warning.

  1. Enter today's date as the Effective Date.
  2. Enter your Initials
  3. Click Save


Notify the Account Executive (AE)

Once the new Main account has been created, you will need to notify the AE that there is a new account in their territory. 

  1. Send an email to the AE and CC (copy) their Regional Vice President (RVP)
    1. Use the AE Sales Directory.
Email Requirements
  1. Subject: New Main Account – [Company Name and MB#]
  2.  Email Body:  include a screenshot of the TIMX screen showing the office details.

 


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